Job Details

Executive Administrative Assistant, Dean of Students

Position Number: 6157608
Location: Kennesaw, GA
Position Type: Executive Assistants

Executive Administrative Assistant, Dean of Students

Job ID: 284422
Location: Kennesaw, Georgia
Full/Part Time: Full Time
Regular/Temporary: Regular

About Us

Are you ready to transform lives through academic excellence, innovative research, strong community partnerships and economic opportunity? Kennesaw State University is one of the 50 largest public institutions in the country. With growing enrollment and global reach, we continue to expand our institutional influence and prominence beyond the state of Georgia. We offer more than 190 undergraduate, graduate, and doctoral degrees to empower our 47,000 students to become thought leaders, lifelong learners, and informed global citizens. Our entrepreneurial spirit, high-impact research, and Division I athletics draw students from throughout the region and from more than 100 countries across the globe. Our university's vibrant culture, career opportunities, rich benefits, and values of respect, integrity, collaboration, inclusivity, and accountability make us an employer of choice. We are part of the University System of Georgia. We are searching for talented people to join Kennesaw State University in our vision. Come Take Flight at KSU!

Location

Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144. Our Marietta campus is located at 1100 South Marietta Parkway, Marietta, GA 30060.

Department Information

DEPARTMENT SPECIFIC TASKS AND RESPONSIBILITIES:
1. Provides general oversight of all administrative functions within the Dean of Students suite; responds to and resolves inquiries from students, faculty, staff, administrators and the public
2. Serves as Secretary to the Student Activity Budget Advisory Committee (SABAC), including creating and distributing agendas, maintaining meeting attendance, preparing and disseminating minutes, and preparing and maintaining files, documents, and reports.
3. Submits payments and purchase requests on behalf of departments reporting to the Associate Dean of Students
4. Assists the Associate Dean of Students and staff with contract submission, tracking, and management
5. Assists the Associate Dean of Students with budget management, including preparing
spreadsheets and tracking expenditures
6. Assists with planning and organizing events, programs, and special projects implemented by the Associate Dean of Students and departments
7. Hires, trains, and supervises student assistants
8. Provides support for divisional priorities and initiatives beyond the scope of the department, as requested
9. Assists with Ad hoc projects as assigned

DEPARTMENT SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES*:
* Ability to maintain confidentiality, exercise discretion, and protect confidential and sensitive
information pertaining to students, staff, and faculty
* Understand and adhere to FERPA regulations when addressing student concerns
* Ability to promote a positive work environment and establish and maintain effective working
relationships with a variety of individuals

Job Summary

Provides administrative support to executive level leadership in assigned department, unit or college. Compiles information and prepares reports, handles information requests and performs relevant administrative support functions. May also supervise administrative support staff.

Responsibilities

KEY RESPONSIBILITIES:
1. Provides advanced administrative support and serves as the primary point of contact for the department leadership
2. Coordinates communications, maintains assigned leader's calendar, handles calls and messages, responds to emails and interfaces with department visitors and staff
3. Prepares, develops, proofreads and edits correspondence, communications, presentations and other documents as needed
4. Produces requested information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
5. Coordinates, researches and collects data as requested
6. Develops and maintains department electronic and paper filing system
7. Assists leadership with human resources initiatives including completing and/or gathering all paperwork required for job postings; providing follow up on approval chain, arranging hiring committees and scheduling interviews
8. Organizes, coordinates and oversees special projects as assigned
9. May supervise assigned administrative support staff
10. May maintain department purchasing card (PCard), cash and/or credit card**

Required Qualifications

Educational Requirements
Associate degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/or experience

Required Experience
Four (4) years of related clerical or administrative support experience

Preferred Qualifications

An undergraduate or advanced degree from an accredited institution of higher education in a related field

Knowledge, Skills, & Abilities

ABILITIES
Able to utilize standard office equipment and multi-line telephone system
Able to handle multiple tasks or projects at one time meeting assigned deadlines

SKILLS
Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)
Strong attention to detail and follow up skills
Strong customer service skills and phone and e-mail etiquette

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Equal Employment Opportunity

Kennesaw State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the KSU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the KSU community.

For additional information on this policy, or to file a complaint under the provisions of this policy, students, employees, applicants for employment or admission or other third parties should contact the Office of Institutional Equity at English Building, Suite 225, eeo@kennesaw.edu

Other Information

This is a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position does require a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

Background Check

Credit Report
Standard Enhanced
Education

Per the University System of Georgia background check policy, all final candidates will be required to consent to a criminal background investigation. Final candidates may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment. Applicants for positions of trust with screening
results which confirm a disqualifying criminal history will be immediately disqualified from employment eligibility.

All applicants are required to include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle report, credit check, pre-employment drug screening and/or verification of academic credentials.

https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Background_Investigation_Employment.pdf

To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=43000&JobOpeningId=284422&PostingSeq=1