Administrative Assistant

Administrative Assistant

SUMMARY

The Student Affairs Administrative Assistant is the primary administrative support position for the Division of Student Affairs at CCAD. The Administrative Assistant performs administrative support duties that directly support the mission and operation of Student Affairs. This position provides specific support to the Counseling & Wellness Center staff, as well as to the Advising & Learning Support Offices, and to the Dean of Students.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

GENERAL DUTIES                                                                                                                            30%

• Provides administrative support to the Dean of Students and the Division of Students Affairs by providing reception services, scheduling appointments, organizing meetings and travel arrangements, filing, maintaining records, and by preparing and proofreading correspondence, reports, and other documents as requested
• Assists students and guests by providing basic and initial assistance about campus operations and more specifically, about Student Affairs functional areas; helps determine best campus resource for any needs
• Responsible for maintaining an inventory of office supplies, purchasing equipment and supplies, and utilizing the appropriate process to pay for goods or services purchased by the department
• Helps to organize and conduct departmental events, as directed, by securing space, equipment, and food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and assisting with the event as it occurs
• Processes budget paperwork per Business Office procedures, such as POs, credit card reports, and travel reimbursement forms
• May assist with the collection of credentials and other required material during searches for staff vacancies in the division; assists with basic onboarding of new staff, including the creation of training itineraries, ordering new employee materials (name badges, business cards, etc.), and scheduling meetings with campus partners for training purposes
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Dean of Students
• Supports the department by performing all other duties as assigned by the Dean of Students

SUPPORT DUTIES FOR COUNSELING & WELLNESS CENTER                             45%

• Answer the CWC phone line, and take the first step in addressing inquiries or needs of callers. Inform Director or Assistant Director if assistance is needed in addressing communications
• Schedule initial counseling appointments requested by students electronically, over phone, or in-person using accurate protocols per the Counseling & Wellness Center Director, responding to all appointment requests or basic inquiries about services within 24 business hours
• Send appointment reminders each day for appointments that are scheduled for the next business day; communicate with no-show appointments per CWC protocol
• Coordinate appointment cancelations and rescheduling for all therapists and psychiatrist (if present), including posting signage if Walk-In Hour must be canceled or CWC must be closed
• Monitor CWC email account, managing appointment based inquiries per CWC protocols
• Coordinate communication, per College and CWC protocols, with local mental health facilities and appropriate College personnel to assist students in receiving mental health services and academic support, when needed
• Help triage students at a basic level who claim immediate need and make appropriate referral
• As appropriate, assist in gathering necessary information and communicating with clients, psychiatric staff (if present), and pharmacies to assist clients with medication management or refill processes
• Assist Director and Assistant Director of CWC with running reports and gathering data for monthly and quarterly grant report submission

SUPPORT DUTIES FOR ADVISING & LEARNING SUPPORT                                          25%

• Schedule appointments for Director
• Intake paperwork for students seeking disability accommodations; maintain filing system for accommodation records
• Run reports in Appointment Manager
• Generate instructor accommodation letters for students
• Email routine reminder emails to students registered with Learning Support
• Serve as point of contact for students scheduling tests to be taken in Learning Support; troubleshoot issues with students and faculty; assist with proctoring tests
• Assist students with the note taker process
• Supervise and oversee the Student Assistants, including hiring, training, supervising, timekeeping, and delegation of duties

SUPERVISION

The Administrative Assistant is supervised by the Dean of Students and may also be assigned work by the Divisional staff, with oversight by the Dean. The Administrative Assistant also supervises student workers.

MINIMUM ACCEPTABLE QUALIFICATIONS

Skills: Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. Must have a working knowledge of or the ability to learn and use database applications, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the College or Division. Must know how to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations. Effective verbal and written communication skills are required. Must be able to maintain confidential information. Must be able to train, assign work, and review the work of student workers. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. The ability to work on multiple projects while maintain a high level of customer service.

Effort: Administrative support positions are primarily sedentary. Administrative support positions require extensive keyboarding.

Education/Experience: A high school diploma or the equivalent and two years of general office experience or an equivalent combination of education and general office experience is required.

PHYSICAL DEMANDS

• The employee is regularly required to sit and talk or hear.
• The employee frequently is required to finger, handle, or feel and reach with hands and arms.
• The employee is occasionally required to stand: walk: and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Occasional travel may be required.

WORK ENVIRONMENT

• The employee is occasionally exposed to outside weather conditions.
• The noise level in the work environment is usually quiet to moderate.

COMPENSATION: This position is full-time, exempt.  Compensation is commensurate on experience and qualifications. CCAD offers a benefits package including: vacation time, additional paid time off while the college is closed during winter break, sick time accrual, health and dental insurance, life and disability insurance, 403B retirement contribution, tuition remission, free campus parking, and free admission to the Columbus Museum of Art.

HOW TO APPLY: Visit www.ccad.applicantpro.com/jobs/ to submit your application. When asked to upload application materials, please submit a resume/CV and a cover letter. If you are applying from any website other than CCAD or Indeed, you will receive a follow up email 3 hours after your initial submission directing you to follow the link and complete your application. You must complete this two-step process, or your application will be considered INCOMPLETE.

About CCAD: Columbus College of Art & Design, founded in 1879, is one of the oldest and largest private art and design colleges in the United States with more than 1,100 undergraduate and graduate students. Undergraduate students choose from 12 majors: With strong exhibition and visiting artists programs and a commitment to the integration of business and art, CCAD is a leader in art and design education.

About Columbus: Columbus is among the Top 10 best U.S. cities for new college grads and one of the top 10 creative scenes in the country as well as one of the 15 most affordable cities in the U.S. As one of the nation's largest college towns Columbus is the type of city where creative activities flourish. There are eight distinct cultural districts that surround CCAD and there are more than 165 restaurants, pubs, and clubs in downtown alone. CCAD is a campus community located in the heart of this vibrant city.

EEO Statement: As an educational and cultural institution, a culture of equity and inclusion is not an add- on at CCAD, rather it is central to how we define creative excellence and the health of our institution. CCAD believes that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability. CCAD sees Art & Design as universally inclusive and inherently unbiased. CCAD is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.

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