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This job was posted by https://idahoworks.gov : For more information, please see: https://idahoworks.gov/jobs/2327734 Job Summary/Basic Function:

The Management Assistant oversees the day-to-day operations of the Office of the Dean of Students including complex clerical, office administration, customer service and project related assignments. The position is integral in the implementation and compliance of policies and procedures. The Management Assistant will maintain a high level of responsibility including the training and supervision of student support staff, operating several database systems, assist with department financials and act as the frontline representative for complex customer service requests and complaints.

Department Overview:

The Office of the Dean of Students is committed to helping every student thrive; their wellbeing and success as a student is our priority. We are committed to helping students access the resources needed to be successful on their academic journey by providing basic need programs, case management, and equipping all members of our campus community with training and skills to build a campus culture of care and support.

Level Scope:

Regularly works on tasks that are varied and complex. Applies full range and job knowledge; frequently adapts procedures, techniques, tools, materials, and/or equipment to meet specialized needs; may serve as lead; performs broad and/or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.

Essential Functions:

60% of Time the Management Assistant must:

• Triage incoming calls/requests/complaints for students seeking assistance and coordinate appropriate referrals and follow up.
• Coordinate administrative activities including arranging meetings/student appointments, responding to departmental emails, and processing and assigning cases in a record-keeping database.
• Compose a variety of correspondence, including sensitive, confidential, official communications, and/or documents.
• Supports Senior Associate Dean of Students, scheduling and clerical needs.
• Responsible for the research, compilation, and organization of materials for staff and department heads.
• Responsible for financial record keeping including monitoring budgets and preparing financial transactions.
• Conduct purchasing/procurement for office operation and supply needs.
• Supervise Office Assistants (student employees.) Responsible for hiring, training, daily supervision, performance evaluations, setting work schedules, preparing and prioritizing delegated responsibilities.
• Main point of contact with the Division\'s administrative team regarding all centralized functions, including departmental employee hiring and travel arrangements.
• Support certain university level events such as move in day and commencement.

35% of Time the Management Assistant must perform:

Technical Support

• Compiling statistics and reports for department reports, presentations and/or meetings.
• Serve as one of the department administrators for the conduct and CARE database (Advocate), responsible for processing and assigning cases, troubleshooting issues, generating reports, and managing user access rights.
• Coordinate information gathering for open record requests, subpoenas, and background checks.
• Manage operation and access to mandatory education platforms for students including communication regarding completion, and systems communication.
• Assist with granting or removing employee access to computers, emails, and building/office suite.

5% of Time the Management Assistant must perform:

• Other duties as assigned.

Knowl dge, Skills, Abilities:

• Exercise discretion and independence in applying policies and procedures.
• Strong organizational skills are important to help manage time and resources for the areas of responsibility.
• Excellent verbal and written communication skills and customer services related skills.
• Significant computer knowledge and the ability to learn a variety of software applications.
• Self-directed and strong multi-tasking skills as the areas of responsibility are diverse.
• Ability to address confrontational situations in a respectful, diplomatic fashion is vital for this position.
• Interpreting, applying and explaining complex information such as regulations, coordinating events, policies or services.
• Ability to research, compile, and summarize data for reports.
• Experience in financial record-keeping.
• Interest in working in a collaborative and supportive team environment.

Minimum

Qualifications:

Experience: interpreting and applying regulations or policies and procedures; planning, organizing, implementing, and evaluating special projects; independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis; analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators.