Dept Number/Name: 0-0402-000 / SA Asst. VP/Dean of Students

College Division: Student Success

Salary Plan: Staff

Job Code/Title: 2205 / Executive Administrative Specialist

Hiring Salary Range: $47,000-$50,000 annually

Position Number: 00004275

ORGANIZATIONAL SUMMARY:

The Associate Vice President/Dean of Students office is a leader in the Division of Student Success and works collaboratively to mitigate barriers to student retention and degree completion. This unit specifically provides strategic leadership for 12 offices and over 100 employees responsible for student advocacy, crisis intervention, community development, and student engagement including: student involvement, orientation, fraternity and sorority life, leadership and civic engagement, multicultural affairs, student government, student media, disability services, the student center, new student connections and parent and family engagement, and student conduct and ethical development. This unit is also responsible for coordinating mass care emergency response, behavioral intervention, coordinating the student memorial program, student emergency funding, and student crisis response and advocacy.

POSITION SUMMARY:

This position serves as the AA to both the Associate Vice President of Student Success for Community Development and Student Engagement (CDSE)/Dean of Students and the Associate Dean of Students and is the management specialist for the Dean of Students Office which is a high volume office responding to sensitive concerns. This position provides first line response to students and family members with university or personal concerns and requires strong judgement and interpersonal communication skills and knowledge of the University of South Florida/State University System's policies and procedures. The position has fiscal and personnel management responsibilities as it relates to the Dean of Students office requiring a working knowledge of the financial and personnel policies and procedures at USF. This position is responsible for entering student concern reports into an electronic management program which consists of confidential and personal data/files for USF students and staff. The Executive Assistant also coordinates a collaborative relationship between all other admin assistants in CDSE and assists with web page updates, projects, presentations, or reports as needed.

RESPONSIBILITIES:

Serve as the administrative assistant to two professionals in the office: the Associate Vice President/Dean of Students and the Associate Dean of Students. This entails calendar and meeting management, meeting' preparation, and meeting attendance and meeting notes as needed, coordinating travel, preparing reports, etc. The two professionals supervise 12 departments with over 100 staff combined. The position communicates with the team and is the communication liaison between the AVP and Associate Dean with the employees.

This position provides first line response to students and family members with university or personal concerns and requires strong judgment and interpersonal communication skills and knowledge of the University of South Florida/State University System's policies and procedures. This position communicates to the university community any student death notifications and student hospitalizations. This position is responsible for entering student concerns into the newly created electronic management program which consists of confidential and personal data/files for USF students and staff.

Provides office management, fiscal responsibilities, and prepares reports, projects and web page updates as needed. Hires, supervises and monitors payroll for all student staff in the office. Monitors the budget and conducts all purchasing for the office. Must know all appointment/payroll/budgeting procedures.

Completes other duties or tasks as assigned such as working on divisional committees for staff appreciation programs or preparing materials for the Dean of Students and Associate Dean to use when they meet with various offices and members of the university community. Any other duties, as assigned.

MINIMUM QUALIFICATIONS:

This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year for year basis for up to a maximum of 2 years of experience.

PREFERRED QUALIFICATIONS:

Prior experience working in administrative roles, that are student facing, in a university setting. Familiarity with banner, website management, and university purchasing. A calm, organized, demeanor with the ability to take initiative and deescalate situations.