Administrative Assistant II - Dean of Students

The Administrative Assistant in the Dean of Students Office provides comprehensive administrative, clerical, and operational support to the Associate Dean of Students, Assistant Dean of Students, Director of Student Rights and Responsibilities, and International Student Engagement Office, as well as to the Vice President for Student Life and Dean of Students as directed. This position is integral to the daily operations of the office, fostering a welcoming, efficient, and student-centered environment. The Administrative Assistant manages office communications, coordinates logistics and scheduling, oversees data and records, and supports administrative processes that advance the mission of the Division of Student Life and the College, and ensure the successful operation of the Dean of Students Office and International Student Engagement Office.

Key Responsibilities:

Administrative Support

• Serve as a point of contact for the Dean of Students Office, greeting visitors, managing phone and email inquiries, and ensuring excellent customer service.
• Oversee daily office operations, ensuring efficient workflow, organized systems, and professional presentation.
• Manage calendars, schedule meetings, coordinate appointments, and arrange logistics for the Dean of Students Office, and International Student Engagement Office staff.
• Prepare correspondence, reports, meeting materials, and other documents while maintaining strict confidentiality for the Dean of Students Office and International Student Engagement Office.
• Maintain organized filing systems (digital and physical) and track office records, reports, and necessary documentation.
• Assist with purchasing, reimbursements, purchase reconciliation, payment processing, expense reports, and monitoring departmental budgets and expenses.
• Enter, update, and maintain accurate records in administrative databases and tracking systems, ensuring data integrity and confidentiality.
• Cross-train on the duties of the Executive Assistant for the Vice President of Student Affairs & Dean of Students and perform critical tasks in their absence.

Operational Coordination & Assistance

• Support the planning and execution of programs, services, and initiatives sponsored by the Dean of Students Office and International Student Engagement Office, which includes, but is not limited to reserving space.
• Prioritize, plan, coordinate, and oversee logistics for meetings between the staff in the Dean of Students Office and various individuals or groups, including but not limited to the Code of Responsibility, Honor Code, Incident Management Team, and CARE (Connection, Advocacy, Resources, and Education) Team.
• Collaborate with and support the Associate Dean of Students and Director of Student Rights and Responsibilities in managing outstanding sanction completion.
• Help monitor student conduct case statuses and assist with the parental notification letter process.
• Assist with grant and student support fund record keeping and payment processing.
• Based on direction received, communicate with students regarding sanction assignments and monitor their completion.
• Assist with the management of the disciplinary record check process to verify whether students are in good standing with the College, and provide this information as directed by the Associate Dean of Students and Director of Student Rights and Responsibilities.
• Manage the student golf cart contract process in collaboration with College Police.
• In partnership with the Executive Assistant, oversee Dean of Students Office operations to ensure a professional, efficient, and welcoming environment.
• Assist with managing and coordinating the ordering of supplies for the Dean of Students Office and International Student Engagement, ensuring timely procurement and accurate inventory tracking.
• Manage department email accounts for the Dean of Students Office and International Student Engagement, while ensuring responses to inquiries are provided within 24 business hours.

Student Support & Communication

• Administer student leaves, withdrawals, and related processes for the Dean of Students Office in partnership with the Registrar's Office.
• Serve as a first point of contact for students seeking assistance, offering information or referrals to appropriate campus resources.
• Handle sensitive or confidential matters with discretion, professionalism, and empathy.
• Draft and distribute communications to students, families, and campus partners on behalf of the Dean of Students Office.

Qualifications

Required:

• Associate's degree or equivalent combination of education and experience.
• Minimum of 2-3 years of administrative or office management experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Google Workspace, and database systems.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Commitment to diversity, equity, inclusion, and fostering a student-centered culture.

Preferred:

• Bachelor's degree.
• Experience in higher education or a student affairs environment.
• Familiarity with FERPA regulations, student conduct processes, or case management systems.

Knowledge/Skills/Abilities:

• Working knowledge of typical office machines: computer, copier/printer
• Accounting for budget purposes
• Intermediate skills in MS Office, Google Drive
• Strong organizational skills, problem solving, and communication
• High level of discretion and interpersonal skills.

Information about how to submit an application can be found at https://employment.davidson.edu.