The Student Affairs Specialist (SAS) is responsible for the daily operations of the Office of Student Affairs and serves as the primary responder to incoming inquiries from students, their family members and supporters, and the public. Manages office operations including oversite of the staffing schedule, as well as the operations and services provided at the department welcome desk with attention to guest interactions, employee coverage/staffing oversight, task delegation, and workflow management.
Reporting to the Executive Assistant for the University Dean of Student Affairs, this position will actively assist all reporting departments, primarily Residence Life & Housing (RLH), Community Standards, Esports, and Student Involvement & Success (SIS) by providing clerical and logistical support with ongoing programs, events, and initiatives. The SAS is committed to an environment that is conducive to engagement, growth, learning and meaningful interpersonal relationships among students and administrators as well as various stakeholders who seek support and guidance from those who work in Student Affairs.
Duties and Responsibilities:
The duties and responsibilities include, but are not limited to, the following:
Oversees the daily operations, services, and functions of the Office of Student Affairs to include systems and programs management, customer interactions and service.
Remains knowledgeable and shares knowledge with office staff to enable timely and accurate responses to the variety of questions posed by stakeholders regarding both student affairs specific, as well as broader campus initiatives.
Hires, trains, supervises, and mentors all welcome desk student employees, and regularly communicates workflows and outcomes to those the student team will serve.
Ensures the welcome desk manual stays up to date and encourages continual professional development for student staff.
Guides the daily mail sorting and distribution process student employees manage.
Manages Student and Staff ID photo system, with support from student employees, ensuring photos meet Bulldog ID requirements, approving and declining photos; communicates and troubleshoots with Information Technology Services (ITS) when necessary.
Monitors, responds to, and refers messages from email accounts, phone calls, and voicemails on behalf of Student Affairs and reporting departments.
Coordinates, prepares, and edits communications, reports, or other materials related to office functions within Student Affairs and the reporting departments.
Facilitates weekly office suite meetings and takes meeting minutes.
Opens and closes the office daily, responsible for signage and communication in advance of office closures.
Inventories office and kitchenette items, ordering supplies as needed.
Coordinates and reserves campus spaces and equipment for meetings and events.
Creates duplication requests through Copy Center and acts as primary contact for copy machine maintenance and supply inventory.
Primary contact for facilities and technology work orders.
Student Affairs Initiatives Support
Assists with Residence Life & Housing (RLH) needs and inquiries, to include key requests, policy clarification, meal plan inquiries, etc.
Provides support to RLH for Early Arrivals and Fall Opening (August), Fall Closing and Winter Break Housing (November-January), Spring Opening (January), student staff selection and recruitment (March), Housing Selection and Placement Process (May), Summer Closing (April-May), and onboarding new students (June and July).
Facilitates the administration of the Census when a residential facility is selected by the US Census Bureau.
Supports office management for Community Standards; accesses and maintains records in Maxient software system; completes background and disciplinary records requests for higher education institutions, and state and federal agencies as needed.
Provides some logistical and marketing support for Esports programming, recruitment fairs, etc.
May provide office and program support for Student Affairs reporting departments such as Student Involvement & Success and Community Service Learning on an as needed basis.
Budget Processing Assistance
Assists with day-to-day budgetary items, as needed.
Reconciles University credit card expenses through Expense Management system in accordance with university policies.
Processes paper expense reimbursement forms for employees within Student Affairs.
Manages invoices, to include preparing check requests for payment, obtaining W9 information for new vendors, and communicating with Accounts Payable for questions on paid invoices.
Processes budget and expenditure transfer forms both within Student Affairs and other campus partners.
Prepares petty cash voucher requests and petty cash reconciliation forms.
Performs other related duties and special projects as assigned.
Any combination equivalent to, but not limited to, the following:
High School diploma or GED and two years of applicable course work, training, and/or certifications.
Five years of administrative support, and customer service experience within a complex organization.
Experience managing, planning, and coordinating schedules.
Previous experience working in a higher education environment.
Aptitude to learn new and evolving technology.
Budget management experience and MS Excel skills with the ability to learn college operational and financial systems.
Experience with editing web-based content, such as writing, editing, graphic design.
Spanish speaker Bilingual in Spanish, oral and written.
Knowledge and Skills:
Knowledge of English grammar, spelling, and punctuation.
Effective writing skills.
Strong interpersonal communication skills that allow for effective and meaningful interaction with culturally and ethnically diverse constituents at all levels.
Capacity to manage conflicting demands in a changing environment, supporting varied constituents, primarily students and those within their support networks.
Competent handling of confidential and sensitive issues and documents with judgment, discretion, and diplomacy.
Commitment to the values of higher education, student and community development, and diversity.
Capacity to work effectively both individually and with groups.
Ability to use independent judgment and display decision-making ability.
Demonstrated organizational skills and ability to promote process improvements to create institutional efficiencies.
Aptitude to learn new and evolving technology and recommend ways to improve position's efficiency.
Excellent technical, analytical, and problem-solving skills.
Proficiency in Microsoft Office software including Excel, Word, PowerPoint, and Outlook and OneNote.
Proficient using the internet.
Ability to recommend appropriate courses of action within established guidelines.
Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
Ability to exercise discretion.
Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.
Physical Requirements/Working Conditions:
Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.
Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.
TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed please call (909) 748-8040.
HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications.
BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.
DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver's License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.
INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine including a booster or submit an exemption request for medical or religious reasons within sixty (60) days from your date of hire.
The University of Redlands is again among the top 15 western master's universities in U.S. News & World Report 2012 Edition - America's Best Colleges. It is also ranked as an A+ School and a "Great School, Great Price." Since our founding in 1907, we haven?t wavered from our promise: a transformative education in an environment of academic rigor and personal responsibility, where you can blend what you learn in the classroom with life skills that will help you affect positive change in the world.