Administrative Specialist - Student Support
University of Puget Sound
Staff Posting Details Appointment:
Regular, 0.75 FTEPosition Summary:
Primary support and management for the Center for Student Support. We facilitate the development of resilience in our students while building thriving communities of care, concern, and belonging. We serve all students with specific outreach to our most minoritized and marginalized students on campus, including but not limited to those who live with mental health diagnoses, those in the LGBTQIA+ community, survivors of sexual violence, students of color, low-income students, and other marginalized identities. Provides direct administrative support to the Associate Dean of Students for Student Support, the Assistant Director for Student Support and support for other professional staff in Student Support. Supervises student employees for all programs. Monitors budgets for all programs. Creates and maintains an atmosphere that is welcoming and supporting to all. Essential Job Functions and Responsibilities: Administrative Support/Office Management:
Manages office reception protocols and policies Ensure daily telephone, in-person, and electronic inquiries from students, parents, other staff members and departments are answered appropriately Responsible for fielding questions about all areas of Student Support, programs and events, general questions about Puget Sound, and parent/guardian inquiries about their student's needs.
Maintains databases and files all areas to include annual archiving, rotating and shredding files. Coordinates supply inventory/ordering/storage. Manage calendars and meeting scheduling for all professional staff. Manages communications and website. Provide limited technical support and troubleshooting for computers, audio/visual and other office machines. Serve as primary liaison to other administrative areas and academic departments in and beyond Student Affairs. Serve as a role model and helps students of diverse backgrounds feel welcome and comfortable at Puget Sound. Student Staff Development and Program Support
Schedule student staff within the office. Coordinate student staff training in front desk management, project management, PeopleSoft and other technology-based systems, and other administrative skills. Coordinate and support the annual performance evaluation process between professional staff and student staff as well as follow-up evaluations. Coordinate student staff teams--Promotions & Office Assistant Team and Direct Student Services Coordinator including, but not limited to: Hire, supervise, train, and support staff in leadership development, project management, and resource utilization. Provide guest service, front desk management, administrative support, 25Live training, and office and promotions resources to student staff. Final editing and review of publications and social media posts with a particular eye to equity, social justice, and accessibility. Coordinate and maintain engaging, frequent, and quality social media posts on social media platforms. Occasionally create and/or provide content for publications and social media posts. Event Coordination and Program Support
Regular event support/coordination/training for professional and student staff and annual and one-time programs. May include, but not limited to, event logistics, contract management, room reservations, catering orders, staffing and recruiting volunteer support, and preparing materials. Support [email protected] programs including all logistics Support for BRAVE programs and student staff coordinator Support well-being, general health education and substance abuse prevention programs as they are developed Oversee administrative process and implementation of Dining Dollars application and funds disbursement In conjunction with Assistant Director, logistically oversee the first steps of the SHRA (Self-Harm Risk Assessment) process, maintaining confidentiality and privacy as well as assisting with setting up appointments for team members. Budget Responsibilities
Daily management of Student Support budget, BRAVe, Support Services, Operation SAVE, etc. Monthly procurement card and budget reconciliation Accounts receivable/accounts payable Quarterly forecasting and reporting to professional staff Serve as liaison with Office of Finance Maintain organized and easily accessed records for all inquiriesSupervisory Responsibilities
Office & Promotions Assistants (3) Direct Support Services staff (1) Indirect supervision of BRAVe Coordinator
Summer Coordinators 40 hours total Qualifications:
Bachelor's Degree preferred. Equivalent combination of education and experience considered. Experience using Microsoft Office, Google office applications, and videoconferencing programs. Experience supervising, mentoring, and developing student staff and student leaders. Experience with budget reconciliation and management and basic accounting. Experience with event planning and management. Ability to work in a very fluid, multifaceted work environment. High level of comfort working with students, campus, and community partners of a fully inclusive range of identities, especially including race, ethnicity, ability, nationality, religious/spiritual identity, sexual identity, socioeconomic status, and gender identity. Willingness to engage in training and discussions around issues of institutional and societal diversity, equity, and inclusion. Excellent written and verbal communication skills, including copy-editing. Experience with using print and social media for publicity and communication. Ability to respectfully work, communicate and provide leadership within a diverse campus community. Resourceful and solution-oriented. Highly adaptable and multifunctioning within a fast-paced environment. Ability to work independently and with a team.Compensation and Benefits
: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefitsApplication Deadline:
Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Interested indivduals are encouraged to apply by September 13, 2021, to ensure consideration. Required Documents:
Resume Letter of Interest
Applications submitted without the required attachments will not be considered.
All offers of employment are contingent on successful completion of all required background checks and if applicable for the position, drug screen, physical test and functional assessment. All new hires will be required to submit proof of COVID-19 vaccination or approved exemption.Diversity Statement:
We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives. We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community. We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity
The University of Puget Sound is an equal opportunity employer.
How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment
About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about
) to learn more about the college.
As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA
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