Administrative Support to Office Staff
Provides administrative support to Assistant Vice President, 4 Assistant Deans, and 1 Attorney for Students. Help coordinate meetings, manage calendars, work on special projects, and provide general administrative support for the office. Provides indirect support for other reporting departments including Office of Student Life Graduate Assistant and Practicum student, LGBT Resource Center, CARE Office, Fraternity & Sorority Life, Veteran Student Services, Office of Student Activities and Services, Student Access Center, Student Legal Services, and Off-Campus Housing Support. Maintains financial records for Office of Student Life Foundation accounts by procuring supplies, submitting invoices for payment, and reconciling monthly financial statements. Ensuring the University accounts are reimbursed appropriately when paid by non-university funds. Reviews monthly phone charge sheets for office, ensuring all calls are charged appropriately to the Office of Student Life. Maintains inventory of office supplies and orders supplies and other equipment through the Holton Hall Business Office, as necessary.
All tasks submitted to Assistant Vice President for approval.
Supervision and Training
Assists in hiring, training, supervision and approves time sheets of undergraduate student workers. Assists in evaluating and reviewing work of undergraduate student workers. Assigns them tasks and provides support.
Daily duties not submitted for approval; input from Deans provided for hiring and evaluation/review.
Retrieves information from the KSIS System and then notifies academic dean’s office of student absences and/or crisis as prescribed by Office Procedures policy. Assists in maintaining Student Contact Records on the office’s G-drive which includes creating files, adding scanned documents, recording information, and listing entries for official office notes. Employee determines priority, quality, efficiency, and economy of work, which is frequently reviewed by the Assistant Dean/Director. Completes student background checks as requested. Updates and manages all departmental informational and promotional pieces in conjunction with Communication & Marketing including updates to the Faculty/Staff Student of Concern Guide. Works with Study Abroad office to do weekly checks of conduct and contact with students requesting to study abroad.
Student Emergencies and Crisis
Help coordinate meetings for the Critical Incident Response Team when directed from Assistant Vice President. Help gather and share information related to student crisis or emergency situations. Send notifications to campus entities regarding the Dean-on-Call for emergencies each week. Official contact person for the office to Kansas Health Solutions, the office’s after-hours call provider. Help research and draft correspondence for Assistant Vice President regarding student deaths. Places and removes holds via KSIS, as appropriate.
Employee keeps Assistant Vice President or Assistant Deans informed of all actions taken.