Assistant to the Vice President for Student Life and Dean of Students

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Job Description Summary

Performs a variety of confidential administrative and support activities, and analyzes and anticipates the needs of the Senior Vice President for Student Life and Dean of Students. Responsible for the coordination of several major College programs for which the Office has responsibility such as graduation logistics and communications, New Student/Parent Orientation, Family Weekend, Accepted Students’ Day, Open Houses, additionally assisting the SVPSL/Dean with monitoring tasks and timetables for planning and other special projects.

The Assistant often uses their own discretion and independent judgment, which involves considering, comparing, and evaluating different courses of action before deciding or recommending a decision regarding the completion of their duties. Readily responds to student and parent inquiries on sensitive topics and requests, inputting into Maxient software for case management. Advises and assists other Student Life staff on appropriate College procedures.

The Assistant works in a fast-paced environment and must possess high energy and enthusiasm, have excellent judgment and understand the critical priorities and tasks of the Senior Vice President. This position is required to work evenings and/or weekends during peak times or for special events as needed and monitors email communications during these times as well.

Job Description

DUTIES AND RESPONSIBILITIES:

Note: The following duties are illustrative and not exhaustive. Responsibilities may evolve based on organizational needs, and similar or related tasks may be assigned as necessary. Management reserves the right to assign additional duties as required.

• Prioritizes and arranges meetings, conferences, and appointments on behalf of the Senior Vice President. Collects and creates required materials and briefings. 
• Anticipates the needs of the Senior Vice President and exercises judgment to determine items of highest importance for Senior Vice President’s attention. Opens, reviews, routes, and tracks incoming correspondence. Answers inquiries and composes correspondence on own initiative.
• Provides coordinating assistance with major Student Life events such as Orientation, Family Weekend, Accepted Students Day, annual Open Houses, Commencement, Student Leadership Awards, and other special events as assigned.
• Organizes people and activities to manage and conclude projects, coordinating schedules and tracking progress and results.  Keeps projects on schedule.  Handles a large volume of detail work.
• Provides information through research, data retrieval, compiling and/or tabulating statistics, and organizing/presenting the information in useable and understandable formats. Prepares and proofreads reports and charts. Analyzes data in order to formulate recommendations for management.
• Plans and coordinates meetings and events, including but not limited to drafting agendas and meeting materials, proposing attendees, inviting attendees and tracking responses, reserving rooms, arranging for meals and/or refreshments, verifying that necessary equipment is available and operational, and participating in and staffing meetings as needed. Take and prepare minutes of meetings.

• Manages "Call to Artists" with local community organizations as assigned by the SVPSL/Dean. Communicates to campus body via Ringling email, Facebook, Portal Messages and coordinates student participation. Monitors student correspondence with community members for events of this nature.   Assists as liaison for students and community networks as needed.
• Staff liaison in assisting and implementing monthly meetings and communications for commuter and non-traditional students.
• Facilitates the success of events by scheduling events with appropriate offices and organizations, advising/contacting participants or invited guests, preparing agenda and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during events.
• Provide support for the SVPSL/Dean’s membership on institutional committees and appointments.
• Maintain budget and expense information for projects and special accounts.  Provides recommendations regarding the development and management of budgets, maintaining budget records, reconciling and verifying vouchers and receipts, producing financial reports and summaries, tracking expenditures, and completing budget transfers. Process payments, purchase orders, contracts and other business documents. Manage receipts and reconcile monthly purchase cards.
• Assist SVPSL/Dean with Student Life component of SACS-COC 5 and 10 Year Self-Study project, and work collaboratively with individuals across campus assisting with the provision of electronic documentation as needed.
• Works with the Design Center on Orientation and Commencement materials providing content, quantities and proofreading in order to meet production schedule.
• Safeguard the confidentiality of sensitive student and College information by exercising discretion in communicating information to faculty, students, staff and handling records, file, and similar confidential items.
• Manage front Office operations and back-up coverage as needed.
• Hire, train and supervise Student Life Assistants.
• Assists students with requests and refers students as appropriate to various Student Life and other staff dependent on their needs.
• Provides supervision for the ordering of supplies, and maintenance of office machines.
• Provides oversight and monitoring of all Student Life Department’s websites to insure accuracy and up-to-date postings of information: update content on Student Life website; update pdf forms and other forms as needed to be posted to website, serving as the content manager.
• Receives and responds to or forwards web inquiries for response by appropriate party.
• Posts announcements to the portal and sends “mass” emails to students, staff and/or faculty from Student Life.
• Tracks Federal Work/Study and office student budgets via monthly reports.
• Post jobs with Career Services.
• Provides administrative support to the Parent Ambassadors Executive Board members on their initiatives and meetings.

• Manages the annual process for the updating of the Student Handbook, collecting information/changes/updates, reviewing, proofing and editing in preparation for the SVPSL/Dean’s review.  Obtains for inclusion current policies related to compliance issues/laws.
• Oversees communications for Graduation and Orientation.
• Works with Admissions to send email blasts to accepted and confirmed students.
• Serves on campus committees and attends meetings as requested by the SVPSL/Dean when appropriate.
• Assist SVPSL with special projects as necessary and perform other duties as requested.

KNOWLEDGE, SKILLS AND ABILITIES:

Note: The following knowledge, skills, and abilities are representative but not exhaustive. Candidates may be expected to demonstrate additional competencies relevant to the role. Meeting the listed qualifications does not guarantee job placement or advancement.

• Ability to work independently using judgment and discretion to complete job duties, projects, and assignments with minimal supervision and maintaining complete confidentiality of records and all other matters discussed or overheard.
• Must possess a high level of interpersonal and human relations skills, flexibility and ability to interact appropriately with a wide variety of personality types.
• Ability to assess workload and effectively prioritize and follow through on tasks; ability to plan and project manage all of the details for large scale events.
• Ability to communicate effectively both orally and in writing. 
• Strong internet research skills.  Adept at completing complicated online research projects with minimum supervision.  Able to quickly locate and utilize most appropriate and current sources.  Ability to clearly and succinctly communicate research findings. 
• Ability to read, analyze, and interpret reports.
• Technological self-starter.  Proficient in Microsoft Word and Excel; ability to work across entire Microsoft Office suite.  Strong ability in Adobe Software (Illustrator, InDesign and Photoshop).  Ability to learn new applications as needed, with minimum supervision.
• Knowledge of and proficiency in Maxient software systems for student conduct and care case management.
• Basic ability to troubleshoot general office equipment and applications.
• Knowledge of office practices, policies and procedures including typing, filing, copying, transcription, and telephone etiquette.   Ability to make accurate basic mathematical computations manually and with the use of a ten-key calculator.
• Ability to work regular business schedule and additional hours as business necessitates.
• Ability to calmly assist students and parents in a wide variety of scenarios, some of which have higher levels of emotionality.
• Ability to present a professional appearance.

Education and Experience

Minimum:

• High school diploma or equivalent
• Five years of progressively responsible administrative support
• Proficient in Microsoft Word, Excel, Power Point, Outlook, and data entry.
• Three years of experience providing project management and/or event planning

Preferred:

• Bachelor’s degree
• Experience supporting a senior-level executive; experience in higher education; familiarity with Student Life functions, policies and processes.
• Knowledge of Workday.

Ringling College of Art and Design is an Equal Opportunity Employer.  The College provides equal employment opportunity to all persons without regard to sex, age, gender, color, race, national or ethnic origin, religion, marital status, sexual orientation, gender identity or expression, disability, veteran status, genetic information, or any other basis prohibited by law.