Concordia University - Irvine Ca
  • Student Affairs
  • Irvine, CA, USA
  • Full-Time

ROLE:
The Administrative Coordinator to the Vice President of Student Affairs/Dean of Students oversees operations of the Office of the Vice President for Student Affairs/Dean of Students, and assists with other directed areas of Student Affairs. The incumbent will work collaboratively with division leadership to establish & enhance division-wide initiatives on behalf of the Vice President for Student Affairs/Dean of Students, maintain regular communications with division leadership, attend appropriate division and university meetings, and will be trusted to represent and/or communicate on behalf of the Vice President.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

Coordinate day to day operations of the Vice President for Student Affairs/Dean of Students including:

  • Review and prioritize incoming requests and when possible independently resolve and coordinate projects as assigned.
  • Assist in establishing goals, planning and implementing policies and procedures for various tasks and projects.
  • Independently coordinate difficult inquiries and concerns which come to the Vice President for Student Affairs/Dean of Students, limiting the matters that require the Vice President's personal attention. Tactfully and discreetly resolve or refer, and follow-up on, student and parent questions and concerns.
  • Initiate, monitor, and maintain critical timelines to ensure effective planning and distribution of reports to include while upholding the utmost confidentiality, but not limited to, the budget process, annual reports, personnel evaluations, student conduct status, critical dates and campus events.
  • Provide support in preparation of confidential and non-confidential letters, reports, proposals, and other documents; schedule appointments and maintain calendars.
  • Coordinate all professional development arrangements for the division of Student Affairs.
  • Maintain Student Affairs staff vacation schedule.
  • Maintain existing filing systems. Proofread, duplicate and distribute documents; prepare agendas and minutes for meetings and follow up on action items.
  • Oversee internal office activities. Coordinate mailings, oversee the office supplies purchases, and ensure that all office equipment, including telecommunication system, and office furniture are in proper working order. Oversee facilities requests.
  • Recruit, hire, train, and supervise student employees for the front desk of the Center for Student Leadership and Development. Provide reception back-up as required.
  • In cooperation with the Division of Student Affairs, provide support for all personnel searches within the division, working closely with Human Resources to ensure a timely search process for all positions.
  • Orient new hires in the Office of Student Life by providing first week itineraries to introduce new employees to stakeholders across the University.
  • In collaboration with the Vice President of Student Affairs/Dean of Students, oversee the budget for the Division of Student Affairs.
  • As appropriate, represent the Vice President of Student Affairs/Dean of Students on university committees. Research, analyze, and follow up on action items that result from these meetings. Make recommendations on findings as necessary to the Vice President.
  • Loading students into required alcohol, drug and/or Title IX online education programs. Maintain records of completion. Creating training schedules for required annual Title IX education.
  • Monitor timelines and follow through for student hearings and sanctions within the Guardian conduct platform.
  • Monitoring and updating Student Affairs' web presence.
  • Oversee of billing for student fines.
  • Monitor student care and concern intervention completion and record-keeping.
  • Other duties as assigned by the Vice President of Student Affairs/Dean of Students.

EDUCATION/EXPERIENCE:
A bachelor's degree in any field. Two to three years of office management experience is preferred.

Concordia University - Irvine Ca
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