Title: Administrative Assistant for the Office of the Dean of Students

Position Type: Staff Full-Time

Days Per Week: Monday - Friday

Hours Per Week: 40

VP Area: Student Life

Department: Dean of Students

Position Summary

The Administrative Assistant is responsible for providing administrative support to the Dean of Students, a senior-level leader in the Division of Student Life and two assistant deans. This position manages daily administrative operations and coordinates processes and procedures related to multiple departments and functions that report to the Dean of Students, including budget and purchasing; HR process related to recruitment, hiring, termination, and personnel management; staff professional development; scheduling and program management; responding to student and family concerns; and collaboration with departments and offices across the division and across campus. This position utilizes exceptional organizational, interpersonal, and customer service skills via phone, email, and individual contact.

Benefits of Working at Elon

As an Elon University employee, you’ll join an internationally acclaimed university with a commitment to fostering a thriving community. Ranked among the most innovative, creative and best-run universities in the nation, Elon’s personal approach to education extends to employees, whose growth, professional development and success is a hallmark of our training and advancement opportunities.

Elon University’s home is the charming town of Elon, North Carolina, a small, friendly community located a short distance from the beach and the mountains, and among the vibrant cities of Greensboro, Raleigh and Durham. In addition to the beautiful canopy of historic oak trees iconic to our campus, you’ll find boundless opportunities for family-friendly recreation, cultural events and outdoor activities. Hiking, water sports, fine dining and entertainment are just a few of the many happenings in the Elon area, making the region one of the nation’s premier travel destinations.

Employees at Elon enjoy a generous and comprehensive benefits package that includes:

28 annual days off, including holidays and vacation.

Immediate tuition remission for undergraduate courses

Tuition remission for approved graduate-level courses after 12 months of employment.

Retirement plan with an 8 percent contribution from the university.

Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.

Free use of campus fitness facilities.

Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.

Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service. After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

Elon values and celebrates the diverse backgrounds, cultures, experiences and perspectives of our community members. As an equal opportunity employer, Elon’s principles of diversity extend to race and gender identity, age, disability status, veteran status, sexual orientation, religion, and other aspects of one’s identity. At Elon, our employees respect human differences, passion for lifelong learning, emphasis on personal integrity and an ethic of service.
Elon is proud to have been named to the list of Most Promising Places to Work in Student Affairs each of the past five years. For additional information about working with the Division of Student Life, visit: https://www.elon.edu/u/administration/student-life/about/work-with-us/

Minimum Required Education and Experience

Bachelor's degree plus three or more years of related full-time experience and/or training required

Job Duties

• Administrative and Office Management
  • Provide primary administrative and office management support for the Dean of Students and two Assistant Deans of Students. Maintain calendars, assist with scheduling meetings and appointments, coordinate various committee and group meetings, and support the Dean of Students with projects and coordination of the department and members of the staff. Duties include managing function operations, opening and closing the office, maintaining a professional work environment, welcoming visitors, managing, and directing phone calls, word processing, spreadsheets, editing, filing, and other tasks assigned. 
• Inquiry Response and Student Support
  • Serve as front-line staff member for students, staff, faculty, and parents on inquiries related to departmental and divisional programs and services and address concerns and needs related to student support, well-being, policies and procedures, and resources. Support the staff in the Office of the Dean of Students through fielding calls/issues and helping ensure they are resolved at the right administrative level. 
• Project and Budget Management
  • Assist with administrative duties (word processing, editing, proofreading, filing, etc.), maintain paper/electronic files and records related to programs, projects, committees, personnel, and budgets. Manage, monitor, and track budget transactions (check request, purchase request, contracts, catering orders, expense corrections, transfer of funds) and generate monthly budget reports. Allocate/reconcile procurement card charges for dean and supporting staff in a timely manner. Manage and process staff professional development travel and travel expense reports. 
• Personnel Processes
  • Coordinate personnel processes for professional staff, including entering and tracking recruitment and hiring requisitions, coordinating search processes, materials, and itineraries, scheduling onboarding activities as necessary, and processing personnel action requests. Manage the recruitment, marketing, hiring, training, supervision, and evaluation of student staff, providing support and mentorship while encouraging professionalism in the workplace. Assist in developing administrative and professional skills of student employees to ensure that student employment is a high impact practice within the department. 
• Partnerships and Collaboration
  • Create strong partnerships and maintain effective communication with other departments and units within Student Life and across the university, including students, faculty, staff, and alumni. Actively support an inclusive climate within the division and university community. 
• Other Duties
  • Maintain confidential files and information Support university events, including, but not limited to: Convocations, Commencement, Family Weekend, and events related to Admissions and/or New Student Orientation Serve on university, divisional, or departmental committees, task forces, and search committees Other related duties as assigned by the Dean of Students or designee.