| Basic Function | The Administrative Assistant coordinates a variety of administrative responsibilities, including serving as the first point of contact for the Alford Community Leadership & Involvement Center (CLIC) and the Office of Fraternity & Sorority Life (OFSL), being responsible for creating a welcome, friendly, and student-centered atmosphere. This role for CLIC and OFSL. The Administrative Assistant prepares and submits purchase orders, check requests, budget reconciliation, and budget transfers for the departments as well as Denison’s campus organizations. In addition, this position oversees CLIC and FSL student employees, including hiring and supervising. The Administrative Assistant provides program support including coordinating, planning, and implementation of department-sponsored events. |
| Essential Job Functions | Administrative Needs Serve as the first point of contact for CLIC and OFSL, being responsible for creating a welcome, friendly, and student-centered atmosphere. Manage calendars of CLIC and OFSL staff, as applicable. Be knowledgeable of student-centered policies, procedures, and guidelines to answer questions and provide customer service. Ensure the office space and managed spaces are cleaned and maintained appropriately. Improve and maintain processes to ensure smooth operations and efficiency. Manages inventory for all supplies within the office and their designated storage spaces.
Technical Skills
Banner management of accounts, processes, student information, and campus organization rosters. Serve as an administrator for WhatToDU, Denison’s online campus involvement and events platform. Utilize the Google suite of products to support the efficiency of a variety of administrative responsibilities. Utilize Handshake portal to post student employment positions to hire CLIC and OFSL student employees. Utilize CBORD to assist with the management of campus organization spaces and storage lockers, including key and/or swipe access for student leaders. Utilizing Banner, Cognos, and WhatToDU to perform data entry and create documents. Organizes, prepares, and distributes weekly, monthly, and annual reports.
Financial Administration
In conjunction with the CLIC and OFSL Directors, oversee operating budgets. Process requisitions, purchase orders, work orders, contracts, and invoices. Ensure all check requests and payment requests are done in adequate time. Prepare the annual budget and ensure a balanced budget and fiscal responsibility of operating budgets through regular balancing of staff credit cards and department credit cards. Support the financial administration of campus organization through facilitating payment requests in the WhatToDU platform. Support the Denison student government finance committee during the annual allocation process and to make any necessary budget transfers per committee decisions.
Student Employee Supervision
Utilize Handshake portal to post student employment positions to hire CLIC and OFSL student employees. Coordinate, schedule and interview select student employees for the CLIC and OFSL offices. Serve as the primary supervisor and mentor for CLIC and OFSL student employees. Create the student employee work schedule and assignments. Ensure student timesheets are submitted and approved on time. Provide timely feedback to CLIC and OFSL student employees as needed.
Campus Organizations/Fraternities and Sororities
Support programming needs and requests of campus organization leaders, including logistics and purchasing of event supplies. Assist with the management of campus organization spaces and storage lockers, including key and/or swipe access for student leaders.
Events and Traditions
Support the overall execution of CLIC campus-wide traditions and OFSL community events. Support may include logistics such as contracts, purchasing, room reservations, and coordinating travel and lodging. Support may also include day-of-event execution. Evening and weekend program support hours may include: Welcome Week, Involvement Fair, Admissions Days, Fraternity/Sorority Recruitment, Denison Day, Aestavalia, and Senior Send Off.
Perform other duties and work on special projects as required.
SUPERVISION RECEIVED
Directly reports to the Director of the Alford Community Leadership & Involvement Center (CLIC) with additional support from the Director of the Office of Fraternity & Sorority Life (OFSL).
SUPERVISION EXERCISED Directly supervises student employees. |
| Minimum Qualifications | High school degree or equivalent required. 1-3 years of relevant administrative experience. Must be a proficient computer user with working knowledge of Google Suite and all Microsoft programs (Word, Excel and Publisher). Key attributes include analytical thinking, critical thinking, project management, written and oral communication, and technical skills. |
| Denison University EEO Statement | EEO Statement
Denison University is an Equal Opportunity Employer. To achieve our mission as a liberal arts college, we continually strive to attract and hire candidates with diverse backgrounds, experiences and identities. Denison fosters a campus community that recognizes the value of all persons regardless of age, disability, ethnicity, gender expression and identity, national origin, race, religion, sexual orientation, or socio-economic background. For additional information and resources about diversity at Denison, please see our commitment to inclusion, diversity, equity and antiracism (IDEA) at Denison Forward.
ADA Statement
If you require a reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact the Office of Human Resources at (740)587-6299 or by email at HR@denison.edu.
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