Administrative Assistant, Student Affairs

Administrative Assistant

The Office of Student Affairs at The University of Tampa has an opening for an Administrative Assistant who will provide administrative support to the Vice President for Student Affairs and Strategic Initiatives (VPSA) and the Associate Vice President and Dean of Students (AVP / DOS) in a student-centered, fast-paced, environment. As a member of the Office of Student Affairs, this position will uphold the values of collaboration, community and citizenship, professional practice, and student-centered learning. The work of this position will intentionally align with strategic focus areas to advance the mission and vision of student affairs which prepares students to contribute to a global society.

This position is designated as an essential employee and may be required to report to work as scheduled when University offices are closed due to severe weather or other conditions.

Responsibilities

1. Oversee the daily operation of the Office of Student Affairs.

2. Answer phone calls for the VPSA and AVP / DOS and screen calls appropriately.

3. Use problem solving skills to resolve student and parent issues prior to referring them to the VPSA or AVP / DOS.

4. Work with other departments regarding a student's academic, student conduct, financial, psychological, physical, or learning concerns and being a resource person for students and families.

5. Serve as the primary organizer of the Student Affairs online shared file systems.

6. Process forms when students are transferring from the institution or applying to law school.

7. Order office equipment and supplies and maintain inventory.

8. Manage all office technology, printers, faxes, etc.

9. Administratively coordinate the Office of Student Affairs budget and provide oversight to the various student affairs departmental budgets and restricted accounts.

10. Utilize multiple computer systems, including WorkDay, Microsoft Office, Symplicity, Advocate, Navigate, Qualtics, and the HR system (People Admin).

11. Keep the calendar and schedule appointments for the VPSA and AVP / DOS.

12. Proof and edit correspondence for the division of student affairs.

13. Notify faculty of any student extended absences when the student is unable to do so themselves.

14. Reserve spaces and arrange set-ups and catering for student affairs events.

15. Administratively coordinate the Student Affairs Trustee meetings and the Student Experience Advisory Group, including sending out invitations, agenda, and minutes.

16. Train and supervise the student assistant in the office.

17. Process student affairs expenditures through WorkDay and reconcile expenses for the VPSA and AVP / DOS.

18. Gather and update information in the University Catalog and coordinate student affairs website updates.

19. Coordinate the student affairs staff recognition program.

20. Administratively support Student Affairs Professional Development events.

21. Assist with special projects as assigned by the VPSA and AVP / DOS.

22. Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of all cultures and backgrounds.

Qualifications

1. High school diploma, bachelor's degree preferred.

2. Two years administrative support experience.

3. Prior experience in an educational setting preferred.

4. Proficient knowledge of MS office and ability to learn other technology platforms.

5. Maintain and respect confidentiality of student information.

6. Customer friendly skills and conflict resolution skills are important for the successful candidate.

7. Excellent written, oral, interpersonal, and organizational skills needed as well as the ability to establish priorities and manage time wisely.

8. Embody a student-centered attitude.

9. Excellent writing and proof-reading skills.

10. Ability to have educational conversations with students and parents.

11. Knowledge of or the ability to quickly learn The University of Tampa software programs such as Workday and Microsoft Office.

12. Willingness to embrace new technologies and innovative organizational practices.

Work Schedule

Monday-Friday, 8 : 30 a.m. to 5 : 00 p.m. Summer : Monday-Thursday, 8 : 00 a.m. to 5 : 30 p.m. Occasional evenings and weekends may be required.

The University of Tampa offers great benefits to include : FREE Tuition, Generous paid leave, Wellness initiatives, 100% Employer-Funded Health Reimbursement Account, 100% Employer-Paid Short & Long Term Disability Insurance, 100% Employer-Funded Employee Assistance Program, Discounted On-Campus Dining Meal Plans, FREE On-Campus Parking, Access to Campus Amenities (pool, library, campus events and more), Fitness Center, Pet Insurance, Flexible Spending Accounts, and more!

Submission Guidelines

To receive full consideration for employment with The University of Tampa, please be sure to submit / upload required documents for this position at time of application submission.

Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and / or a credit report.

This description is intended to be generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.