Position Details
Position Information
Position Type Professional Staff
Faculty Track
Position Title Staff Assistant - Student Life, Portland Campus
Employment Status Full Time
Months 12
Campus Portland, ME
Description
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. 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.
Posting Detail Information
Posting Number 20161336P
Open Date 10/06/2021
Close Date
Open Until Filled Yes
Supplemental Questions
Required fields are indicated with an asterisk ().
Documents Needed to Apply
Required Documents
Cover Letter
Resume
Optional Documents
Letter of Recommendation
