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Administrative Assistant to the Dean of Students

Employer: Sewanee: The University of the South
Location: Sewanee, TN

Administrative Jobs: Institutional & Business Affairs, Clerical & Administrative Support
Employment Type: Full Time
Institution Type: Four-Year Institution

Job Details
Organization

Job Details

Position Overview

Primary Function: Perform administrative support for the Dean of Students (a member of the Vice-Chancellor’s Cabinet and Executive Staff) and Associate Dean of Students requiring independent judgment, and significant knowledge of the policies, procedures, and organization of the University. Responsible for creating and maintaining confidential documents, files, and data including Banner system, Chrome River, and Maxient. Must have the ability to work independently without much direct supervision; and, professionally communicate with individuals within and outside the University. Primary duties are to serve the Dean of Students and Associate Dean of Students. Secondary duties are to support Student Accessibility Services and Community Standards. Serve as back-up to the other Administrative Assistant in the Student Life division who has primary responsibility for supporting Campus Activities and Residential Life. Serves as Human Resources Liaison for the student life division. This position works with considerable independence and self-direction. Only general direction and scope of the work to be accomplished are discussed with the supervisor. The staff member is expected to independently carry out position duties and understands what is expected and how to do it.

Career Band: NE10

Hourly Career Band Range:
($18.00-$29.00)

Position Description

Typical Duties & Responsibilities:

Organize and monitor the deans’ schedule, including maintaining the calendar, organizing travel, and setting the day’s agenda and materials. Assist the deans in organizing meetings, including reserving spaces and creating Zoom meetings as appropriate.Act as the liaison between the deans and members of the staff and students. Track receipt and distribution of items to be signed by the deans. Make arrangements for social events sponsored by the deans of students. Work with other offices to coordinate events and communication.Serve as the first point of contact in the deans’ office providing a positive image of the organization.Monitor and screen calls and mail in the office.Assist the deans with correspondence internally and externally.Oversee confidential hard copy and electronic records on behalf of the Dean of Students office. Keep updated contact information for the division.Act as liaison between the dean of students office and other university offices or external groups. Resolve problems and respond to inquiries concerning policies and procedures. Use judgment to relieve administrators of many administrative problems. Answer questions concerning academic and disciplinary issues, deadlines, and policies and procedures. Partner with Community Standards to manage disciplinary sanction completion by communicating with students and running reports. Coordinate the process for selection of Commencement and Foundation Day awards. Assist other members of the dean of the student's office staff as needed during times very busy times of the year.Answer questions and provide some training to newly hired employees in our division.Other duties as assigned.

Judgment Required: Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.

Budgetary Responsibility: Monitors expenditures against budget; prepares budget data for review/approval by supervisor/department head.

Personal Interaction/Communication:

Student Contact: Daily; providing information, answering questions, scheduling appointments, communicating between student and supervisor, taking messages.

Parent Contact: Daily; providing information, answering questions, scheduling appointments, de-escalating situations. Communicating between parents and supervisor, taking messages.

Internal: Daily; providing information, answering questions, scheduling appointments, de-escalating situations, communicating between supervisor and others, taking messages

External: Providing information, answering questions, scheduling appointments, communicating between supervisor and others, taking messages

Attributes of a Successful Candidate

Education: High school diploma or equivalent, some post-secondary education preferred.

Experience: 5 years of general clerical experience.

Job-Related Skills: Strong computer skills, including word processing and other online systems, detail-oriented, organization, and communication skills.

Supplemental Information

Confidential Information: Student records and grades, student medical information and disability accommodation letters, student disciplinary actions, student disciplinary information shared by deans, correspondence regarding disciplinary actions, withdrawals, and leaves of absence, and budget information.

Working Environment: Active and periodically fast-paced office environment; some overtime and occasional weekend work is required for special events.

Any additional requirements specific to this position:

Must be able to wear an approved mask for prolonged periods while performing job duties and responsibilities. Employees are required to be fully vaccinated against COVID-19 subject to an approved medical or religious exemption.

Equal Employment Opportunity:

The University of the South is an equal opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.

Organization

Working at Sewanee: The University of the South

Known familiarly as “Sewanee” by its students, faculty, staff and friends, The University of the South offers an unmatched educational experience. The university remains purposefully small and dedicated to building a sense of community. All classes are taught by professors, not graduate teaching assistants, and close faculty-student interaction ensures that each student enjoys a rich and personal educational experience. It is not unusual for students and faculty members to work shoulder to shoulder on research projects and journal articles, to meet for coffee at a local eatery, or to serve together as members of the university orchestra, volunteer fire department, and other civic groups.

The result of such individualized education is clear in the academic success of Sewanee students and alumni. The university has had 26 Rhodes Scholars—a number that puts Sewanee in the top four nationally among American liberal arts colleges—as well as 27 NCAA Postgraduate Fellows, 43 Watson Fellows, and dozens of Fulbright Scholars, and has an acceptance rate to graduate and professional schools that far outpaces its peers. The School of Theology has added to its alumni ranks countless bishops, including three of the last four presiding bishops of the Episcopal Church.

Sewanee offers 36 majors, 32 minors, and 15 special programs, along with pre-medicine, pre-nursing, pre-law, and pre-business. More than 40 percent of students participate in study-abroad programs, and a comprehensive endowed program that provides financial support for summer internships has greatly strengthened career development for undergraduates. See more about Sewanee in the "Sewanee Snapshot" here.

In an era of specialization, Sewanee upholds the broad-based ideals of liberal education as a surer means to success. At the University of the South, the adherence to outstanding liberal arts education and enduring traditions of honor, community, and respect have transformed many generations of students, and have earned the abiding loyalty and support of alumni who are enjoying lives of integrity, leadership, and service.

The University is located atop the Cumberland Plateau between Nashville and Chattanooga, Tennessee. Sewanee’s physical environment, which includes the 13,000–acre Domain (as the campus and surrounding area is known), provides a remarkable academic and recreational resource, and an unparalleled place in which to study and reflect. It invites students to engage in both a multitude of outdoor activities and careful study of the natural environment.

As the University celebrated the 150th anniversary of its founding in 2007–2008, it looked back on a rich history and forward to new opportunities for the next generations. “The essence of Sewanee is consistent from generation to generation,” said Vice Chancellor emeritus Joel Cunningham. “We are a university dedicated to liberal education, to time-honored traditions, and to our commitment to serve our students and this nation. We have been successful in advancing our mission, and I believe we have the resources and the will to ensure that Sewanee’s best years are still to come.”

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