Admin Assist to Dean of Student Services/AS1334P

About the role

The Administrative Assistant to the Dean of Student Services (Jackson County Campus) serves as the primary point of contact for the office and provides comprehensive administrative, financial, and event coordination support. This position plays a critical role in the daily operations of Student Services, ensuring accuracy in documentation, budget tracking, communications, and scheduling. The successful candidate will demonstrate professionalism, discretion, and the ability to balance institutional policies with individual needs. A strong understanding of FERPA guidelines and the ability to work collaboratively with a diverse campus community is essential.

Responsibilities

• Administrative Support
  • Assist the Dean in planning, coordinating, and implementing daily operations and special projects.
  • Schedule meetings and handle related arrangements, including room reservations, audiovisual needs, refreshments, and meals.
  • Take minutes at assigned meetings and produce accurate documentation from rough drafts using word processing software.
  • Compose and process routine correspondence, letters, reports, and official communications.
  • Handle incoming telephone calls and inquiries professionally and efficiently.
  • Maintain a complete and organized filing system, including employee personnel files for Student Services staff.
  • Maintain a positive working relationship with students, college personnel, and the community.
  • Demonstrate consistent punctuality and adherence to college policies as a role model for staff.
  • Perform other duties as assigned by the Dean of Student Services or the Campus Vice President.
• Human Resources & Supervision
  • Maintain accurate timecards and input employee leave in Banner per payroll schedules.
  • Prepare special contracts, contract addendums, hiring packages, and related HR documentation.
  • Supervise student workers and, when assigned, entry-level office personnel.
• Financial & Purchasing
  • Process departmental purchases, including ordering supplies, submitting check requests, purchase orders, and travel vouchers.
  • Manage departmental budgets by monitoring expenditures, reconciling accounts, preparing procurement card statements, and ensuring accuracy of financial records.
  • Prepare specifications for quotes and compile bid tabulations.
• Travel & Logistics
  • Arrange travel logistics, including college vehicle reservations, lodging, and transportation.
  • Process activity forms and travel authorizations as required.
• Inventory & Records Management
  • Maintain inventory records for major and minor equipment; stay current on inventory procedures.
  • Compile and maintain data for departmental reports.
• Student Services & Events Coordination
  • Coordinate and assist with student conduct hearings.
  • Coordinate the Awards Day Program each spring.
  • Manage nominations and selections for campus honors including Citizenship Award, Campus Hall of Fame, and Who's Who in American Junior Colleges.
  • Participate in planning and execution of Student Services events such as Orientation, Registration, Graduation, and Bulldog Day.
  • Prepare Student Services newsletter pages for the campus newsletter using designated software.
• Professional Development
  • Engage in professional development activities to enhance job performance.

Requirements

• Mandatory Qualifications
  • Minimum of an Associate degree in Business and Office Technology or related field.
  • Four years related work experience.
  • Training and/or experience in the operation of personal computers, including proficiency in Microsoft Office Suite.
  • Effective organizational and communication skills.
  • Experience in using Banner or related database software.
• Desirable Qualifications
  • Bachelor's degree in a related field.
  • Community college experience.
  • Supervisory experience.