The Coordinator for Dean of Students Office Operations & Event Management provides a broad range of support to the Dean of Students Office, while also providing support to events run out of the Student Affairs department. Primary responsibilities will include providing administrative support to the Dean of Students, while offering support to other Student Affairs divisions as needed. This position will manage the day-to-day activities of the office using a considerable degree of independence and discretion, and exercising sound judgment in the performance of the assigned duties. The Coordinator for Dean of Students Office Operations & Event Management will serve as support to Campus Engagement with event management, coordination, and procedures.
January 1, 2023- Utica University will start a flexwork program designed to give employees a greater work life balance. This flexwork program is an alternative to the standard 8:30 a.m. to 5:00 p.m., Monday through Friday, work schedule. While employees’ salaries, vacation and sick time are based on a full-time (37.5 hours/week) schedule, employees work an abbreviated 32-hour work week, with the flexibility of working either a four-day week or five abbreviated days. Supervisors will work with employees on scheduling to ensure the needs of the department are met.
Dean of Students Office Support:
Manage the calendar for, and serve as the first point of contact for, the Dean of Students and evaluate all incoming correspondence to determine which matters require the Dean’s immediate attention.
Greets visitors, identifies solutions for issues and/or requests, and refers items to appropriate staff for resolution as needed while creating a welcoming and inclusive environment in the office.
Answers phones, transfers calls to appropriate staff, and takes messages; is able to answer general questions about the office and Student Affairs department.
Assists the Dean of Students with meeting scheduling, management, reports, and minutes as needed.
Prepare divisional reports, board reports and grant reports as needed, within established deadlines.
Manages budget expenditures, travel receipts, purchase orders, contracts, and processes requisitions for the Dean of Students.
Provides administrative support for the student conduct management process that includes contacting the student, scheduling a meeting or hearing, managing student correspondence, maintaining a report of student conduct violations and referrals, and managing the intake of student complaints, appeals, and grievances.
Perform other job-related duties as assigned.
Event Management and Support:
Assist with various special events, activities, assignments and projects as assigned (including the Student Life Awards Banquet, New Student Orientation, Homecoming, Convocation, Commencement, and other large scale events).
Manages room reservations for campus offices and groups through the EMS system and Presence platform.
Coordinates with the Campus Engagement team to assist with facilities, IITS, catering, and other event needs for student groups and campus events.
Co-chairs the weekly “Event Management” meeting with the Campus Engagement team to ensure events are well planned and run smoothly.
Tracks contracts through completion for events and artists.
Serves as event support and may work evenings and weekends to assist with events.
Manages budget expenditures, travel receipts, purchase orders, contracts, and processes requisitions for the Campus Engagement team.
Perform other job-related duties as assigned.
Bachelor’s Degree required. Will consider significant similar experience in lieu of degree requirement
Minimum one-year experience in an office setting or equivalent education and evidence of work experience required.
Experience in a higher education environment strongly preferred.
Experience performing executive administrative support functions in a diverse and student centered environment preferred.
Must be knowledgeable about current processes and information for the department.
Skills and Abilities:
Strong interpersonal and communication skills in person and on telephone.
Must enjoy working in direct contact with college-age students, parents, and campus constituents.
Ability to complete tasks with multiple interruptions in a high traffic office.
Must be a conscientious self-starter able to handle multiple tasks at one time and work under minimal supervision.
Requires organizational skills, judgment and the ability to manage confidential matters appropriately.
Ability to receive telephone calls, respond to inquiries and communicate with others by telephone with or without reasonable accommodations.
Must have knowledge of office management and database entry. BANNER skills preferred. Must have a strong working knowledge of Microsoft Office applications.
Sufficient manual dexterity with proficiency to handle various office machines including but not limited to: multi-line telephone, computer keyboard, computer software applications, calculator, copy machine and fax.
Founded in 1946, Utica University is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The University enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000 graduate students.
A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.