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Administrative Assistant III - Dean of Students

Company: Iowa State University
Location: Ames
Posted on: November 26, 2022

Job Description:

Position Information:Position Title:Administrative Assistant III - Dean of StudentsJob Group:Professional & ScientificRequired Minimum Qualifications:High school diploma or equivalent and 5 years of related experiencePreferred Qualifications:Demonstrated ability to handle confidential mattersExperience working within complex operations and processesDemonstrated proficiency in calendar management and/or schedulingExperience in event planning or project managementJob Description:The Office of the Associate Vice President for Student Affairs & Dean of Students at Iowa State University is seeking qualified applicants for an Administrative Assistant III. Reporting to the Associate Vice President for Student Affairs and Dean of Students, this position provides programmatic, administrative, and organizational support for the Dean of Students portfolio which is comprised of 13 departments and 2 programs. The portfolio efforts center around three student retention-focused areas: student academic support services, student engagement & student affairs, and intercultural student services.DUTIES INCLUDE:Administrative Support for Associate Vice President for Student Affairs and Dean of StudentsDetermine response to requests to ensure appropriate representation across campus and to maximize the time of the Associate Vice President and Dean of Students.Schedule meetings and respond to meeting requests. Facilitate creation of meeting agendas. Attend meetings and take minutes when needed.Coordinate and arrange travel for Associate Vice President and Dean of Students, visiting speakers and candidates.Work closely with the Associate Vice President and Dean of Students to set priorities and use judgment to determine how those priorities impact the Associate Vice President and Dean of Student's calendar and the campus community.Continually monitor status of pending items and provide appropriate follow-up.Coordinate the Associate Vice President and Dean of Students activities to maintain consistency in the application of policies and procedures and appropriate representation across the campus community.Assist Associate Vice President and Dean of Students in coordinating other professional activities, including but not limited to serving on graduate student committees, coordinating AVP/DOS teaching responsibilities and external memberships and representation on national associations.Manage, by using independent judgment, the flow of information needed for Associate Vice President and Dean of Students, including in-person, paper, and electronic requests for engagement by students, colleagues, internal & external partners and stakeholders. Prepare or assist in preparation of materials on critical issues the Dean must address, including communication of student deaths and crisis communications.Assist in responding to requests for information from internal and external groups or individuals. Answer questions as appropriate and use judgment when to refer to Associate Vice President and Dean of Student, or delegate responses, or escalate to appropriate management/leadership.Prioritizing incoming calls, email and mail on behalf of the Associate Vice President and Dean of Students.Assist Associate Vice President and Dean of Students with purchases and related processing of transactions.Lead marketing, recruitment, and onboarding and operations of the Dean of Students Advisory Board.Support Dean of Students Advisory Board by scheduling meetings, communicating key information to members and processing of honorariums for members. Assist with organizing feedback and initiating awareness and resolution of expressed student issues with campus partners. Coordinate advisory board service and advocacy events.Act as liaison between Associate Vice President and Dean of Students and direct reports for communicating information, assignments, priorities, and special requests.Administrative Support for Dean of Students Central Administration DepartmentAct as backup to front desk, including responding to electronic, phone and in-person inquiries from students, families, faculty, staff and other external stakeholders in a collegial and professional manner and focusing on customer service. Inquiries vary and require knowledge of services provided by the thirteen departments reporting to the Associate Vice President and Dean of Students and strong general knowledge of the university.Act as building supervisor for the Student Services Building paying particular attention to maintaining access to student services provided by 10 departments occupying the building. Coordinate with Dean of Students Manager for Budget & Operations on building maintenance challenges and facility emergency protocol logistics.Maintain website for Dean of Students by independently reviewing content and updating it as appropriate.General Support for Dean of Students PortfolioPlan and execute all-staff events which may include retreats, professional development and team building events.Assume Graduate Assistant Support Role for departments reporting to Associate Vice President and Dean of Students and other departments within the Dean of Students. Assume Timekeeper Role for departments reporting to Associate Vice President and Dean of Students.Collect and create content and distribute monthly internal staff newsletter ("The Dean's Desk").Maintain portfolio calendar to ensure processes are kicked off and critical deadlines are met.Manage flow of information, both electronic and paper, from Associate Vice President and Dean of Students to 13 reporting departments and 2 programs.Committee SupportSupport internally the 5+ committees that report to the Associate Vice President for Student Affairs and Dean of Students. This may include recruiting chairs annually, scheduling meetings, maintaining records.Chair the Welcome Wagon Committee for oversight of staff recognition programs and central onboarding efforts.Coordinate Demonstration Safety Team by maintaining membership and associated listservs, onboarding new members, and communicating timely information.Other duties as assignedThe successful candidate will be able to multi-task, maintain highly sensitive and confidential information, and problem-solve effectively. Organizational, communication, computer, and interpersonal skills will also be necessary to carry out daily functions.Level Guidelines--- Senior-level position possessing high-level professional and/or technical skills working independently under minimal supervision to support ISU's mission and department or work unit goals--- Applies senior-level professional knowledge and expertise to work requiring greater latitude--- Solves moderately complex problems and regularly exercises judgment to determine appropriate action--- Regularly exercises judgment to resolve problems and determine appropriate action on a broad set of issue and problems. May provide recommendations regarding problems/issues outside the bounds of defined procedures and practices--- Responds to complicated inquiries, provides training, and provides direction to lower-level staff.--- May provide supervision for one to two other staff (i.e., leads a small work team)--- May lead projects for which well-defined practices and procedures may not exist--- Provides guidance to studentsAppointment Type:RegularNumber of Months Employed Per Year:12 Month Work PeriodTime Type:Full timePay Grade:PS807Application Instructions:To apply for this position, please complete the Employment Application. Please be prepared to enter or attach the following:1) Resume/Curriculum Vitae2) Letter of Application/Cover LetterIf you have questions regarding this application process, please email or call 515-294-4800 or Toll Free: 1-877-477-7485.Why Choose ISU?Iowa State University is committed to fostering a workplace of belonging, where diversity is celebrated and equity is a core value. Our Iowa State Employees enjoy comprehensive health and work life benefits, including medical and dental; as well as:--- Retirement benefits including defined benefit and defined contribution plans--- Generous vacation, holiday and sick time and leave plans--- Onsite childcare (Ames, Iowa)--- Life insurance and long-term disability--- Flexible Spending Accounts--- Various voluntary benefits and discounts--- Employee Assistance Program--- Wellbeing programOriginal Posting Date:November 17, 2022Posting Close Date:December 6, 2022Job Requisition Number:R10327

Keywords: Iowa State University, Ames , Administrative Assistant III - Dean of Students, Other , Ames, Iowa

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