Administrative Assistant for Academic Services

About the role

The Administrative Assistant for Academic Services is a key member of the support team advancing the College’s student success, retention, persistence, and graduation strategies. This position has a direct impact on the overall well-being and experience of the student body by supporting day-to-day services, programs, communication efforts, and operational initiatives within the Office of Student Success and Academic Services.

Responsibilities

• Provide direct administrative support to the Associate Dean of Student Success and Academic Services.
• Manage the Associate Dean's calendar, appointments, meetings, and scheduling priorities.
• Cover meeting logistics including invitations, agendas, materials, room reservations, minutes, and follow-up communication.
• Prepare correspondence, reports, presentations, spreadsheets, forms, and other administrative documents.
• Screens and responds to phone calls, emails, and visitor inquiries on behalf of the Director as appropriate.
• Maintain organized digital and physical filing systems, records, and confidential documents.
• Aid with purchasing requests, travel arrangements, reimbursements, and expense tracking.
• Support day-to-day retention initiatives and operational priorities within the Office of Student Success and Academic Services.
• Develop functional expertise in student success software systems, case management platforms, reporting tools, and communication systems.
• Complete data pulls and reports on both ad hoc and recurring schedules to support student success outreach, onboarding, and retention strategies.
• Cover communication campaigns through email, text messaging, and student success platforms, including reminders, outreach messages, kudos communications, registration support messaging, and early alert follow-up.
• Maintain office databases, dashboards, records, and tracking systems with a high degree of accuracy.
• Monitor data entry and onboarding task completion to support accurate reporting and timely student follow-up.
• Support the CARE referrals, student concern reporting, and retention case management processes.
• Support the daily operations of the Office of Student Success and Academic Services to ensure efficient workflow and service delivery.
• Manage credentialing, user access requests, permissions, and onboarding for office systems, shared drives, and technology resources.
• Aid with office technology setup and coordination including computers, printers, meeting technology, Teams, SharePoint, and Microsoft 365 tools.
• Monitor and maintain department website content, SharePoint pages, forms, templates, and digital resources to ensure information remains current and accurate.
• Coordinate with campus IT and other departments regarding system access, technical support needs, and issue resolution.
• Serve as the first point of contact for students, families, faculty, staff, and visitors to the Office of Student Success and Academic Services.
• Greet guests in a professional, welcoming, and service-oriented manner.
• Respond to inquiries and connect individuals to appropriate staff, offices, or campus resources.
• Serve as a communication hub for office inquiries and student support needs.
• Maintain a professional front office environment.
• Manage scheduling of appointments, conference rooms, and event spaces for the Associate Dean and office staff as needed.
• Plan and coordinate meetings involving on-campus and off-campus constituents.
• Provide logistical support for orientation, onboarding, workshops, student success programs, and special events.
• Aid with room reservations, materials preparation, registration, attendance tracking, signage, and day-of-event operations.
• Support New Student Orientation initiatives including Warrior Day, First Weekend, January Orientation, Convocation, and related transition programming.
• Support new student onboarding processes, including outreach to confirmed students regarding required tasks, deadlines, and orientation programming.
• Participate in onboarding meetings with campus partners to support successful matriculation of deposited students.
• Manage office records and assist with monthly budget reports, expense reconciliation, and spending tracking.
• Manage office supplies, purchasing needs, and expenditures.
• Aid in documenting and monitoring annual office operational calendars, priorities, and workflow timelines.
• Supervise student workers or front desk assistants as assigned.
• Identify opportunities to improve office efficiency, customer service, and administrative processes.
• Perform other duties as assigned by the Associate Dean of Student Success and Academic Services.

Requirements

• Associate’s degree required.
• Bachelor’s degree preferred.
• Minimum of two years of progressively responsible administrative support experience, preferably in higher education or a professional office environment.
• Experience supporting executive-level leaders, calendars, scheduling, and confidential communications preferred.
• Ability to navigate case management systems and generate data pulls based on multiple criteria or demonstrated ability to quickly learn new software systems.
• Strong proficiency with Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams, Forms, and SharePoint.
• Excellent written, verbal, and interpersonal communication skills.
• Strong proofreading, grammar, and professional writing ability.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Demonstrated professionalism, discretion, and ability to maintain confidentiality.
• Ability to think critically, exercise sound judgment, prioritize work, and manage multiple deadlines effectively.

Qualifications

• Strong organizational and time management skills.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency in Microsoft Office Suite and familiarity with other relevant software.
• Experience with student success software systems and case management platforms.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize workload.
• Knowledge of higher education policies and procedures.

Skills

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Case management systems and data pull capabilities.
• Communication and interpersonal skills.
• Attention to detail and accuracy.
• Customer service and professionalism.
• Time management and multitasking.

Benefits

Lycoming College offers an excellent benefits package that includes:

• Health & Wellness Benefits.