Administrative Assistant Student Conduct

Arlington, VA
Jul 11, 2017
Institution Type
Four-Year Institution

Job Category Staff and Administrator

Posting Number M00793

Department Student Conduct & Academic Integrity

Reports To Director of Student Conduct and Academic Integrity

Point of Contact Lindsay Jenkins


The Administrative Assistant provides confidential administrative and record keeping support to the Office of Student Conduct and Academic Integrity. The position serves as the office manager and an initial point of contact for students communicating with the Office. The position is responsible for maintaining a student conduct database. Provides general clerical support to the Office and to the Director of Student Conduct and Academic Integrity. The position provides administrative support to ongoing student programs and handles billing of fines and fees and processes purchase requisitions.

Minimum Qualifications

Education/Work Experience:
High school diploma or general education degree ( GED ); a minimum of four years related experience and/or training; or equivalent combination of education and experience. Knowledge of or the ability to learn policies and procedures relating to privacy, confidentiality and FERPA . Experience working with records management and/or experience an advanced user in a commercial database is ideal.

Skills and/or Abilities:
Excellent organizational skills. Ability to multi-task and set priorities. Ability to communicate effectively, both verbally and in writing. Knowledge of general office practices and procedures. Knowledge of office equipment. Intermediate proficiency with MS Word, Excel, and PowerPoint, and the ability to learn new computer software programs. Ability to concentrate on detailed projects during numerous interruptions by telephone or from walk-in inquiries. Excellent interpersonal skills.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Preferred Qualifications

Bachelor's degree preferred.

Special Notes to Applicants

Please include a list of 3 references along with relevant contact information.

Application materials must be received by 07/31/2017

Open Until Filled No

University Profile

Marymount is a comprehensive Catholic university that emphasizes the liberal arts, career preparation, and personal and professional development. A diverse and welcoming learning community, Marymount serves nearly 4,000 undergraduate and graduate students. The university's location in suburban Arlington, Virginia, offers easy access to the rich resources of the nation's capital. Marymount University is an Affirmative Action/Equal Opportunity employer.

Job Duties

Percent of total time Records Management (40%)

Responsibility / Duty

o Facilitate background checks and act as a liaison between University, community, and outside federal and private agencies to respond to complex requests for all types of records, information, and data.
o Facilitate student records review and/or copy requests.
o Act as database administrator and primary point-of-contact for the student conduct records system, including but not limited to creating and running reports, organizing and maintaining case materials, and updating system configuration as needed.
o Develop and implement procedures related to records management procedures.
o Regularly produce reports for the Director and senior leadership of Student Affairs.
o Maintain confidential information and assist the office in complying with relevant laws, including but not limited to Title IX, Clery Act, FERPA , HEOA , and Campus Fire Safety Act.

Percent of total time Office Support (40%)

Responsibility / Duty

o Interface with a broad range of constituents, provide general information, and triage urgent calls from students, faculty, staff, parents, and the Arlington Community.
o Coordinate complex appointments, meetings, and program logistics for office.
o Provide administrative support to the director, including scheduling meetings and hearings, drafting correspondence, redacting case files, and similar tasks.
o Update and maintain the Office of Student Conduct and Academic Integrity website and social media presence.
o Supervise student workers.

Percent of total time Program Support (10%)

Responsibility / Duty

o Create and develop marketing material as directed by supervisor.
o Update and track compliance with educational programs, including but not limited to AlcoholEdu and Haven, sanctioned educational courses, and academic integrity tutorial.
o Create presentations with the support of the director about the Office of Student Conduct and Academic Integrity.
o Give presentations about the Office of Student Conduct and Academic Integrity to various constituents.

Percent of total time Financial Operations Support (5%)

Responsibility / Duty

o Review accounts, track budgets, reconcile accounting statements, and follow up on discrepancies.
o Prepare purchasing and accounting forms for approval.
o Process fine and fees.
o Coordinate with OCRS , Physical Plant, and Student Accounts to ensure that student billing are billed appropriately for damages.

Percent of total time University and Departmental (5%)

Responsibility / Duty

o Serve on division and university committees, task forces, and participate in other professional development activities that aid in the development and maintenance of relationships with other campus departments, faculty, staff and other professionals in the field.
o Additional duties as assigned to support the offices of student development and university mission.

Supplemental Questions

Required fields are indicated with an asterisk (*).
  1. * Do you have a high school diploma or General Education Degree (GED)?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. References
Optional Documents


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