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Center for Student Support - Administrative Specialist

Employer
University of Puget Sound
Location
Student Support

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Job Details

Job Title: Center for Student Support - Administrative Specialist
Location: Student Support
Regular/Temporary:
Full/Part Time:
Job ID: 6828
Staff Posting Details Appointment: regular, full-time, (1.0) FTE.

Position 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, first-generation students, low-income students, veterans and their families, and other marginalized identities. Provides direct administrative support to the Director of Student Support, the Assistant Director of 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 the Center for Student Support, programs and events, general questions about Puget Sound, and parent/guardian inquiries about their student’s needs.
Develop charts, fliers, manuals, forms, merge documents and letters, labels, nametags, etc.Tabulates surveys and evaluates results.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.Coordinate travel arrangement and logistics for professional staff as well as student staff attending conferences.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, create and facilitate professional development workshops for student staff as well as training in front desk management, project management, PeopleSoft and other technology-based systems, and other administrative skills.Create and distribute training resources to student and professional staff.Coordinate and support the annual performance evaluation process between professional staff and student staff as well as follow-up evaluations.Coordinate and lead student staff teams--Promotions & Office Assistant Team and Direct Student Needs Specialists 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 Wednesdays@6 programs including all logisticsSupport for BRAVE programs and student staff coordinatorSupport well-being, general health education and substance abuse prevention programs as they are developed Coordinate and manage Direct Student Services with the student staff specialistsThe Lending Library, Clothing Closet, and Food PantryMarket the Direct Student ServicesImplement strategies that best maintain the services for all students
Oversee administrative process and implementation of Dining Dollars application and funds disbursementIn 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. Other events as determined

Budget Responsibilities

    Daily management of Student Support budget, BRAVe, Support Services, Operation SAVE, etc.Monthly procurement card and budget reconciliationAccounts receivable/accounts payable Quarterly forecasting and reporting to professional staff Serve as liaison with Office of FinanceMaintain organized and easily accessed records for all inquiries

Supervisory Responsibilities

    Office & Promotions Assistants (2)Direct Support Needs Specialists staff (2) Indirect supervision of BRAVe Coordinator & Program Specialist (2)

Summer Staff

    Summer Coordinators 40 hours total

Qualifications:

    Bachelor’s Degree preferred.Experience using Microsoft Office, Google office applications, and videoconferencing programs. Experience supervising, mentoring, and developing student staff and student leaders.Experience developing/implementing training for student staff.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 or willingness to learn CMS web content management.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 design and implement organizational processes. Ability to work independently and with a team.

Compensation and Benefits: The anticipated starting pay for this position is $18.50 per hour DOE. 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/benefits

Application Deadline: Review of application materials will be immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

    ResumeLetter 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. All new hires will be required to submit proof of current COVID-19 vaccination (including booster) or receive an approved medical or religious exemption from the university.

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.

Organization

Working at University of Puget Sound

The University of Puget Sound is an independent residential undergraduate liberal arts college with selected graduate programs building effectively on a liberal arts foundation. The University, as a community of learning, maintains a strong commitment to teaching excellence, scholarly engagement, and fruitful student-faculty interaction.

The mission of the University is to develop in its students capacities for critical analysis, aesthetic appreciation, sound judgment, and apt expression that will sustain a lifetime of intellectual curiosity, active inquiry, and reasoned independence. A Puget Sound education, both academic and co-curricular, encourages a rich knowledge of self and others, an appreciation of commonality and difference, the full, open, and civil discussion of ideas, thoughtful moral discourse, and the integration of learning, preparing the University's graduates to meet the highest tests of democratic citizenship. Such an education seeks to liberate each person's fullest intellectual and human potential to assist in the unfolding of creative and useful lives.

The University of Puget Sound campus offers a unique blend of ingredients for immersing yourself in learning: the unparalleled scenery of the Pacific Northwest, traditional Tudor-Gothic architecture, leafy enclaves for quiet study, and common areas infused with an indisputable energy. The campus is just minutes away from downtown Tacoma, with its revitalized waterfront, thriving arts and culture scene, and an eclectic mix of retail shops and restaurants.

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