ADMINISTRATIVE ASSISTANT, #14-085
Dean of Students
Summary:
Provide administrative and clerical support to the Senior Associate Dean of Students, Director
for Student Advocacy and Accountability, and Assistant Director for Student Success. This role
includes a variety of administrative duties, including assisting the Associated Dean of Student
with organizing and carrying out initiative related to the Student Success Team, Disability
Services, the Office of Student Conduct, the Emmons Student Wellness Center, the Office of
Religious and Spiritual Life and other projects as assigned; interfacing with students and
outside parties on general as well as confidential matters, and other clerical, web research, and
record keeping duties. The 40 hour per week job with the Dean of Students Office involves the
following duties:
Functions:
 Manage the Dean of Students Office by providing administrate and clerical support for
administrators and providing assistance to Occidental community members. Oversees
all office operations including equipment support and facilities management.
 Support follow-up process for crisis management cases. Responsibilities entail tasks
such as processing College forms, corresponding with various departments, and
maintain confidentiality.
 Maintain student disability accommodation files in accordance with College policies and
procedures. Organize and update files as needed, ensuring that College compliance
standards are met.
 At the request of office staff members or members of the Student Success Team,
communicate with the appropriate faculty and staff member to inform them of
students’ absence due to serious health or personal reasons.
 Maintain the student conduct database. Respond to requests for access to students’
conduct records in accordance with College policies and procedures. Organize and
update student conduct files, including inserting appropriate documents, ensuring each
file is returned and destroying records in accordance with College’s records retention
policy.
 Facilitate the student clearance process by removing student holds and communicating
with appropriate offices as necessary. Establish and maintain communications with
students, staff administrators, and faculty and off-campus contacts. Conduct
benchmarking projects and research resources at other campuses and organizations by
utilizing online sources and professional contacts.
 Maintain a strong understanding of College department resources and procedures
allowing this staff member to easily respond to request and demands to the Dean of
Students Office.
 Schedule and arrange meeting for the dean of Students Office staff members as needed:
reserve meeting rooms, arrange for refreshments/food, prepare and send meeting
notices, materials and agendas, arrange for audio visual equipment, arrange for parking
for external participants, make travel arrangements and attend to any other logistics.
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Format and edit reports and documents including, but not limited to the Division of
Student Affairs End offend of Semester and End of Year Reports, Board of Trustee
reports, various committee reports, the online Student Handbook and other manuals.
Assist with composing and preparing correspondence, educational materials, and other
public documents produced by the Dean of Students Office.
Provide administrative support for search and selection process for all administrative
searches under the Dean of Student Office.
Assist in the supervision of student staff members.
Other duties as assigned.
Requirements:
 Minimum of 3 year experience in administrative support responsibilities.
 Ability to handle confidential student and personnel information with tact and
discretion.
 Accurate and efficient computer and internet skills including email and Microsoft Office.
 Ability to multi task
 Strong interpersonal skill that include the ability to work effectively with a diverse
group of people from many backgrounds.
 Familiarity with collage issues.
 Excellent record keeping, filling and date entry skills. Detail oriented. Ability to work
with minimum supervision.
 Excellent written and verbal communication skill for effectively with occasional crisis
situations. Excellent organizational skills; detail oriented.
 Ability to occasionally work during weekends or evenings for work-related duties.
 College degree is preferred as is experience working on a college campus.
Salary Range: $16.15-$17.80/hour (Posted3/14/2014)
To apply, please submit a resume, cover letter and salary history to
Marivel Santos at: resumes@oxy.edu