Sr. Department Assistant Level 5 / Department Associate, Level 6

About the role

This position provides essential administrative and operational support for the department’s academic and financial activities. This role requires discretion in handling confidential information within institutional software systems, such as Banner, Finpay, Finbuy, and Fintrek. The position regularly accesses financial platforms and internal databases that contain sensitive data related to vendor accounts, payment records, contractual agreements, and organizational financial activity. Additionally, they ensure the integrity of institutional data systems by accurately entering, reviewing, and managing information while maintaining strict confidentiality, which is essential to protecting sensitive financial records and preventing unauthorized access.

Responsibilities

• Maintains strict confidentiality and exercises discretion when handling sensitive student records (e.g., transcripts, immunization records, military records, disciplinary files) in compliance with FERPA regulations.
• Onboards new students and manages continuing student processes, including registrations, faculty/class lists, room assignments, and syllabi.
• Prepares and distributes communications, including mailings to prospective students, applicants, admitted students, and community partners.
• Provides clerical and operational support for the College at Sixty program.
• Provides administrative and logistical support across all three campuses.
• Processes and monitors vendor transactions through Banner (FINBUY, FINPAY, purchase orders), ensuring compliance, timely approvals, and accurate documentation.
• Captures and distributes information to various stakeholders.
• Coordinates PCS events: Orientations, Dean’s List recognition, Alpha Sigma Lambda ceremonies, Senior Banquet, graduation, and commencement (including name cards, honors, awards, and final grade coordination).
• Oversees and executes centralized administrative functions across multiple campuses.
• Supports management in developing and implementing new processes and programs.
• Executes multi-step processes and coordinates sensitive activities with professionalism.
• Formats and prepares complex documents and manages the distribution of school listservs.
• Ensures data accuracy and integrity by running complex reports and conducting thorough data quality checks.
• Regularly interacts with same-function and cross-functional staff.
• Assists in developing work instructions and procedures and interprets policy within their area of responsibility to perform a variety of tasks to maintain efficient office systems.

Qualifications

• High School diploma or equivalent required.
• Minimum of two years of clerical/office experience.
• Ability to handle sensitive financial and student information with discretion.
• Proficiency in MS Office and Google Suite.
• Knowledge of MS Publisher and PowerPoint is a plus.
• Ability to address the needs of students, faculty, and senior administrators in a calm, courteous, diplomatic, and professional manner.
• Detail-oriented and able to multitask, with a willingness to take initiative.
• Strong customer service orientation and the ability to work within a diverse community.
• Strong organizational, communication, and multitasking skills.

Benefits

This position does not offer benefits.