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Check with seller Staff Assistant - Student Life, Portland Campus Portland

Published date: April 3, 2022
  • Location: Portland, Maine, United States

To coordinate and carry out a variety of key administrative support functions of a University division, department or program.

Responsibilities
Plan, coordinate and carry out all daily activities/operations related to assigned administrative functions.
Assist in departmental budget planning. Monitor expenditures and process budget documents.
Assist in designing, implement and maintain departmental filing, record keeping and reporting systems, including computer applications.
Coordinate, initiate, prepare, process, and/or monitor a variety of forms, records, schedules, reports, and other documents related to assigned administrative functions, ensuring timely and accurate completion/review of documents by department/University personnel, students, parents, and/or individuals outside of the University.
Organize and coordinate various department activities/events, including arranging for all necessary facilities, staffing, scheduling, advertising/promotion, and the like.
Prepare (write, design, draft, edit, etc.) various written documents related to assigned functions, such as policy and procedure manuals, instructional materials, and the like.
Participate in key departmental planning activities related to assigned functions, with a focus on: compiling background information/data needed for planning purposes; drafting outlines, policies, procedures, schedules, forms, related instructional/promotional material; coordinating the implementation of new program plans or operating policies/procedures/schedules; and the like.
Plan and prepare a variety of regular and special reports related to assigned functions, involving background research, compiling and analysis of data from a variety of sources, and so forth.
Serve as liaison with students, faculty, staff, parents, Trustees, alumni, vendors, and/or other key internal and/or external department constituency: present information on department programs; explain, interpret and enforce standard policies and procedures; process special requests; discuss, investigate and resolve problems, referring to supervisor and advising on appropriate action to be taken as necessary.
Perform other specialized/technical tasks related to assigned functions.
Confer regularly with immediate supervisor, department/University personnel, and relevant outside organizations/individuals to plan, coordinate and evaluate programs/projects/ activities/policies, exchange information, resolve problems, and the like.
Train and supervise the daily activities of assigned support staff.
Perform regular secretarial duties for senior department staff or administrators on a limited basis: answer phones and carry out standard reception tasks; type/print using word processor correspondence, reports, etc.; order office supplies; maintain appointment calendars; screen and distribute mail; photocopy; set up meetings; and the like.
Completes University new employee orientation and sexual harassment training within 30 days of date of hire.
Understand and comply with the University of New England Safety Manual.
Assist with calls, emails, and walk-ins of students, parents/community, staff/faculty, scheduling appointments, and answering questions for functional unit areas – Grad & Professional Student Affairs, Student Life, Career Services and Intercultural Student Engagement. (This necessitates staying informed and up-to-date with general knowledge and current/ongoing activities of all areas.)
Maintains information/calendaring for areas and student organizations including postings, etc.
Coordinates and maintains the PC campus box office and ticket sales.
Manages credit card transactions for unit as well as record keeping and tracking.
Maintains general budget tracking for all student organizations as well as student life and associated programs.
Monitors all student organization program registration and tracking information.
Manages contracting process for student organizations.
Maintains relevant forms, documents and external social media links for unit.
Coordinates a variety or unit functions; calendars, schedules, etc.
Shared supervision and training of student staffing.
Provide primary support to the Student Life Professional Staff.
Perform other duties as required.

Qualifications
Associate’s degree in business or an appropriate discipline plus 3 to 4 years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

Superior planning, administrative and organizational skills; writing, math and basic research skills.
Good typing/word processing and other general office skills.
Experience with Microsoft Office/Outlook, web and social media formats.
Previous experience in organizing and maintaining moderately complex filing and record-keeping systems, bookkeeping, general budget ledger review and justification, etc.
Ability to function independently, and work as part of a team environment as necessary.
Good general understanding of higher education organizational structure and administrative operations.
Must be flexible and able to work in a fast paced environment.
Ability to deal effectively with a wide variety of individuals inside and outside of the University.

EEO Statement Summary
Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits and will not tolerate discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors will not be permitted to have an adverse influence upon decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

COVID Vaccination Statement (PLEASE NOTE)
In order to protect the health and safety of the UNE community, UNE requires all students enrolled in classes on our campuses and all on-campus employees to be fully vaccinated for COVID-19 prior to the start of employment. Additionally, boosters will be required for fully vaccinated individuals per the recommendation of the CDC. This would require booster doses for individuals who received the Pfizer-BioNTech or Moderna primary series 5 months or more earlier, or who received a J&J/Janssen single-dose vaccine 2 months or more earlier. The University allows for religious and medical exemptions to the policy. If you believe you are eligible for a medical or religious exemption to the vaccine policy you may seek the exemption through Human Resources after receiving this conditional offer of employment. Please note that no person to whom the policy applies will be finally employed or permitted to work if they are not fully vaccinated unless they request an exemption and are granted one.

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