Location: Lynchburg,VA, USA
The Administrative Assistant is a vital role that is responsible to and supports the Dean of Students (DOS) in a range of administrative and clerical tasks. The Administrative Assistant supports the mission of the Dean of Students Office in developing biblically resilient students, in line with the overall mission of Liberty University in Training Champions for Christ. This position is responsible for maintaining accurate records of student situations and ensuring confidentiality in compliance with FERPA. The Administrative Assistant works independently, exercising good judgment and discretion, and keeps the DOS and Director team informed of any student discipline, personal, physical, or emotional issues.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
1. Provide administrative support: Assist the Dean of Students with daily administrative tasks such as managing correspondence, scheduling appointments, maintaining calendars, and organizing meetings.
2. Coordinate communication: Act as a liaison between the Dean of Students and various stakeholders, including students, faculty, staff, parents, and external parties. Handle phone calls, emails, and other forms of communication on behalf of the Dean.
3. Prepare and maintain documents: Draft, proofread, and edit documents, including reports, memos, and presentations. Maintain an organized filing system for easy retrieval of important records and information.
4. Event coordination: Assist in planning and coordinating events, workshops, and meetings organized by the Dean of Students (i.e., Town Hall, Dining with the Dean, etc.). This includes arranging venues, sending invitations, tracking RSVPs, and managing logistics.
5. Student support: Assist students seeking guidance or support from the Dean's office. Answer inquiries, direct students to appropriate resources, and maintain confidentiality when dealing with sensitive student matters.
6. Budget and expense management: Assist in monitoring and tracking the budget for the Dean's office. Process invoices, reconcile expenses, and maintain financial records accurately.
7. Data management: Compile and maintain statistical data and reports related to student affairs. Assist in analyzing and presenting data for decision-making purposes.
8. Research and analysis: Conduct research and gather information on various topics as assigned by the Dean of Students. Summarize findings and provide recommendations or insights when required.
9. Committee and focus group support: Assist in organizing and supporting committees or focus groups related to student affairs. Prepare meeting agendas, take minutes, and follow up on action items.
10. Confidentiality and discretion: Handle sensitive and confidential information with the utmost professionalism and discretion. Maintain a high level of confidentiality when dealing with student records, disciplinary matters, or other sensitive issues.
11. Office management: Oversee the smooth functioning of the Dean's office by managing supplies, coordinating equipment maintenance, and ensuring a tidy and organized workspace.
12. Professional development: Stay updated on relevant policies, procedures, and best practices in student affairs and administrative support. Seek opportunities for professional growth and development.
QUALIFICATIONS AND CREDENTIALS
Education and Experience
A bachelor's degree is required, and a concentration in business administration, communications, education, psychology, or a related field is preferred. Previous experience in an administrative support role particularly in an educational or office setting is preferred. Experience working in a higher education environment or with student affairs is advantageous. Proficiency in using office software and technology, such as word processing, spreadsheets, email, and calendar management, is required. Familiarity with student information systems or databases commonly used in higher education is beneficial.
A strong understanding of marketing promotions is beneficial.
ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB
Communication and Comprehension
* Exceptional abilities to effectively communicate both verbally and in writing to convey clear, well-articulated information.
* Exceptional skills in understanding, speaking and writing English in order to convey messages and correspond in an articulate and professional manner.
* Possess public communication skills that allow the professional representation of Liberty University to a variety of business, government, and community customers and associates.
* Self-motivated with a strong work ethic and strong organizational skills.
* Demonstrated walk as a committed Christian.
* A commitment to Liberty University's mission.
* Discretion and the ability to maintain confidential information.
* Proficient in purchasing systems and computer systems including, but not limited to, the Microsoft Office suite (Word, Excel, etc.) and related software.
* Strong interpersonal skills to build and maintain positive relationships with others.
* Ability to train and coach others.
Problem Solving
* Strong critical thinking skills to analyze complex situations, identify issues, and develop effective solutions.
* Ability to anticipate problems and proactively address them before they escalate.
* Resourcefulness in finding information, resources, and solutions to support the Dean's office and address student needs.
* Flexibility and adaptability to handle unexpected challenges or changes in priorities.
* Collaboration and teamwork skills to work effectively with colleagues and contribute to problem-solving efforts.
Physical and Sensory Abilities
* Occasionally required to travel to local and campus locations.
* Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
* Occasionally required to stand, walk, and climb stairs to move about the building.
* Handle materials, reach overhead, kneel, or stoop to conduct business.
* Regularly lift 10 or fewer pounds.
WORKING CONDITIONS
Work Environment
The working environment in which one will typically perform the essential functions of this position is a climate-controlled office setting. It is well lighted and the noise level is moderate.
Driving Requirements
Use of one's personal vehicle (or LU vehicles) is required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver's license, an acceptable DMV record, and liability insurance is required.
Target Hire Date
2024-12-02
Time Type
Full time
Location
Lynchburg - In Office
The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University's hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the religion component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.