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Temporary Administrative Assistant/Coordinator

Job Details

Job Title: Temporary Administrative Assistant/Coordinator

FLSA Status: Non-Exempt

Department: Student Affairs

Title of Manager/Supervisor: Associate Dean of Students

Number of Employees Reporting to this Position: 0

Position Summary: Reporting to the Associate Dean of Students, the Temporary Administrative Assistant will perform a wide range of duties, to facilitate the efficient operation and office support activities for Student Affairs to oversee the administrative functioning of the Student Affairs suite. This includes preparing reports, compiling data for review, writing letters, contacting students, and exploring and resolving problems. Must be able to handle a wide variety of situations and conflicts involving the administrative functions of the office. Maintain confidentiality of privileged information, have excellent interpersonal and communication skills and be able to work well with all levels of management and staff as well as outside callers. This role is responsible for scheduling and coordinating multiple calendars, making appointments, taking messages and sending emails on behalf of Student Affairs.

General Purpose: Provide administrative support for aspects of the Student Affairs operation as well as oversight and support of the Student Affairs suite.

Remote Workdays: This a temporary on campus position with zero remote workdays

Position Responsibilities:

  • Act as the primary point of contact for the Student Affairs suite, which includes Offices of Accessibility Services, Dean of Students, and Residence Life.
  • Maintain the Associate Dean and Assistant Dean’s calendars and phone communication, including the scheduling of appointments and coordination of meetings.
  • Compose routine and advanced correspondence including letters, memoranda, announcements, and reports.
  • Assist other members of the Student Affairs team with their correspondence and other tasks as requested.
  • Coordinate with the Student Health and Counseling Center, Office of Accessibility Services, Student Success Center, and any other entity, faculty, or staff, for student issues that require action from Student Affairs.
  • Communicate with internal and external parties, ensuring that accurate information is disseminated.
  • Assist with changes to student room assignments and meal plans.
  • Assist with writing letters and disseminating regarding student notification of absence.
  • Manage and follow up on student records pertaining to students of concern and student conduct.
  • Verify student information for third party inquiries and assist with fulfillment of these third party inquiries.
  • Assist in managing the student conduct software system (Maxient), including case creation, report generation, and data analysis.
  • Receive Maxient reports from the University community about students of concern and assign to appropriate staff for follow up.
  • Order office supplies including supplies for the Xerox machine.

Special Instructions to applicants:

*The full application package should include: resume, cover letter as well as

contact information for references.

*This is a temporary position through June 30, 2022.

An equal opportunity/affirmative action employer, Clarkson University actively seeks

and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background

check (including, but not limited to, employment verification, educational and other

credential verification, and criminal records).

Essential Skills:

  • Exceptional organizational project management, time management skills
  • Must be able to work in a team oriented, customer service environment
  • Proficient in a variety of office equipment
  • Proficient in Microsoft Office Suite
  • Excellent oral and written communication skills
  • Exceptional customer service and interpersonal skills
  • Effective time management skills/ability to meet deadlines
  • Proven work experience in a front office handling receptionist responsibilities
  • Proficient in working with computers, printers, fax machines
  • Willingness to learn new computer related skills
  • Ability to be resourceful and proactive in dealing with issues that may arise
  • Ability to organize, multitask, prioritize and work under pressure
  • Maintain level of confidentiality in all aspects of work
  • Demonstrated commitment to diversity and inclusion

Education:

Minimal Qualifications:

  • High school diploma or 5 years of experience in an office setting.

Preferred Qualifications:

  • Associate’s or Bachelor’s Degree with 5 or more years of experience in an office setting.

Experience:

Minimal Experience:

  • 5 years office experience showing increased levels of responsibility.

Preferred Experience:

  • 6-8 years of office experience showing increased levels of responsibility. Knowledge of or willingness to learn case management software.

Physical Demands: The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is occasionally required to stand, walk, sit, bend and stoop
  • The employee must occasionally lift and/or move up to 15-20 pounds
  • Regular use of the telephone and e-mail for communication is essential
  • Siting for extended periods of time is common
  • Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents
  • Occasional move about the office to access files or office equipment, operate a computer and other office productivity machinery, such as a calculator, hand held devices, copy machine, and computer printer
  • Good manual dexterity for use of the common office equipment such as computer terminals, calculators, copiers, and FAX machines
  • Other demands as required by specific position

Organization

Working at Clarkson University

As a private, national research university, Clarkson is a leader in technological education and sustainable economic development through teaching, scholarship, research and innovation.   We ignite personal connections across academic fields and industries to create the entrepreneurial mindset, knowledge and intellectual curiosity needed to innovate world-relevant solutions and cultivate the leaders of tomorrow. With its main campus located in Potsdam, N.Y., and additional graduate program and research facilities in the New York Capital Region, Beacon, N.Y., and New York City, Clarkson educates 4,300 students across 95+ rigorous programs of study in engineering, business, the arts, education, sciences and health professions. Clarkson alumni earn salaries that are among the top 2.5% in the nation and realize accelerated career growth.  One in five already leads as a CEO, senior executive or owner of a company. 

Clarkson welcomes scholars and students from all over the world.

Our community and campus settings enhance the quality of student life and afford students access to and interaction with their faculty. We value the diversity of our University community; and we strive to attune ourselves and our programs to our global, pluralistic society. We share the belief that humane and environmentally sound economic and social development derive from the expansion, diffusion and application of knowledge.

Through our Office of Human Resources, we focus on the recruitment, onboarding, training and professional development of our employee community across multiple campuses and learning environments. The goal is a campus community where all are welcomed and valued members who contribute to the development of global citizenship by promoting a diverse and inclusive environment.

#ClarksonIgnite

#ClarksonIgnite is our catalyst for exploring, creating and achieving what’s next.

#ClarksonIgnite Fellows:  https://www.youtube.com/watch?v=KHF7vXYxeu0

The Studio  - https://www.youtube.com/watch?v=0DVBsjcafmc

Three Day Start Up https://www.youtube.com/watch?v=Bz0OfPCmYso

 

IgniteClarkson is a highly-collaborative community that ignites connections across fields, industries and cultures. 

Together we ignite the mindsets and skill sets that are in demand for tomorrow’s best careers . To think, act and lead globally, we span disciplines to find new solutions and deepen our respect for the diversity of our University community.

Invest
We develop innovative programs and research portfolios in partnership with business and industry to explore, create and achieve better futures. We invest in people, ideas and our campus’ living. We give our time, resources and goodwill to drive the future.

Ensure
We are all Golden Knights who commit to living the Clarkson Values and sharing our success as a model of these ideals. Through the legacy of our personal accomplishments and generosity, we ensure the next generation has the same opportunities to create a better world for themselves and society.

Teaching at Clarkson – http://www.youtube.com/watch?v=HyOib1dXg8A&t=3s
Women’s D1 Ice Hockey National Champions!  https://www.youtube.com/watch?v=Bz0OfPCmYso
Career Fair https://www.youtube.com/watch?v=_smHgrwzxUU
Clarkson Bass Fishing https://www.youtube.com/watch?v=RuNPTtJTErU
Move In Day https://www.youtube.com/watch?v=yFtMxZvTceA
Career Fair https://www.youtube.com/watch?v=_smHgrwzxUU

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