Administrative Assistant - Student Life - Coe College : Job Details

Administrative Assistant - Student Life Position Summary: Coe College seeks a systems-oriented communicator and organizer to assist the college with student life-related needs. The Administrative Assistant for Student Life will enhance office efficiency and productivity by managing various aspects of the Student Life Office, including but not limited to web and social media content, work study positions, administrative tasks, and resource distribution, will coordinate purchasing, programming support, and cohesive communication, and will work to enhance the overall student experience for all Kohawks by creating an inclusive environment. Work Schedule: 8 am - 4:30 pm, occasional time required at events outside of these hours Hours: 40/week Months of Service per Year: 10 Essential Job Responsibilities:

• Serve as the primary point of contact for visitors, offering a welcoming experience and providing excellent customer service
• Recruit, hire, train, and supervise all Campus Information and Student Life front desk work study students
• Coordinate and manage all incoming student requirements such as student health forms and immunization records, printing of new student ID cards, and assigning, tracking, and ensuring completion of training modules in Vector Solutions
• Manage Student Life software and databases, including enrollment changes in Practice Fusion, Residence by Simplicity, and other Student Life databases
• Assist the Dean of Student Life and Co-Curricular Programs with administrative tasks such as coordinating and implementing office procedures, answering and directing phone calls, managing departmental email accounts, reserving space for meetings, programs and events, preparing meeting agendas, taking and distributing meeting minutes, planning staff retreats, coordinating onboarding logistics and training for new staff, etc.
• Oversee and manage the Student Life web presence, ensuring up-to-date and engaging content
• Organize, track, and coordinate the ordering and distribution of all supplies, equipment, and apparel for Student Life
• Assist all functional areas within Student Life with streamlining and documenting processes
• Assist various departments within Student Life with larger events/programming (including, but not limited to: assisting Campus Life with Late Night Breakfast, Residence Life with move-in, or Health & Wellness with the Health & Wellness Fair)
• Manage the Student Life social media account including content creation, scheduling, and community interaction
• Schedule all use of rooms in Gage Memorial Union including the PUB, ASAC, Riverview, and Tanager and notify the campus community of resource availability
• Serve as a backup to purchase and stock The Nest in absence of the Student Development & Support team
• Oversee the Coe College Box Office, including student workers and ticket sales

Qualifications:

• Bachelor's degree required
• Proficiency in Microsoft Office Suite and Google Productivity Suite
• Student life or other relevant higher education experience preferred
• Six months of experience related to office administration or process improvement on a departmental or organizational level preferred
• Applicants must be currently authorized to work for ANY employer in the United States as we are unable to sponsor or take over sponsorship of an employment Visa at this time
• Successful completion of a background and driver check in accordance with Coe College policy

Knowledge, Skills and Competencies: Position Specific:

• Expertise with computer applications in Word, Excel, Microsoft Access, and Publisher
• Proficient in the operation of office equipment
• Exceptional logistical skills and systems-oriented approach
• Excellent communication skills, including the ability to draft written communication quickly and present information to students in a clear and concise manner
• Detail-orientation in tracking critically important information and metrics that are reported publicly and regularly

Coe Competencies:

• Dedication to the educational mission of a private, residential liberal arts college
• Ability to maintain positive relationships in a collaborative and diverse team atmosphere
• Commitment to excellence in service to students and other constituencies, internal and external
• Demonstrated ethical and responsible decision making
• Consistent attendance and accountability necessary to meet position objectives

Working Conditions and Physical Requirements:

• Needs to be able to sit or stand for long periods of time
• Occasional participation in evening and weekend work-related activities

Coe College is an equal opportunity employer.