Departmental Technician I - Administrative Support Location Oberlin, OH : The Office of the Center for Student Success invites applications for the position of Departmental Technician I. This is a full-time, Administrative Assistant position, working a 12-month schedule, reporting to the Assistant Director of Student Success/Special Projects Coordinator and the Dean of Student Success. All Administrative Assistant positions in the Center for Student Success serve as members of the staff team supporting the general, overall operations of the office. Responsibilities The incumbent will have general responsibility for providing administrative support to the Dean for Student Success, and the staff of the Center for Student Success and for performing the following, but not limited to the following, specific duties: Essential Job Functions Essential Job Functions: General Office Serve as the first point of contact for students, prospective students, parents, faculty, staff, alumni, and the community regarding the Center for Student Success Services. Maintain staff calendars, coordinate schedules, plan meetings, and schedule appointments. Maintain, update, and revise confidential student files on databases such as presence, banner, ENGAGE, etc. Coordinate office communications: answer and screen telephone calls, department voicemail and email, greet visitors, make appointments, arrange meetings, coordinate conference room scheduling, and sort mail. Responsible for overseeing and responding to general office email and voicemail accounts. Maintain office staff mailboxes and update and distribute staff phone lists. Serve as the primary receptionist for the department; respond to questions about the department and Oberlin in general from faculty, staff, students, and the public. Be knowledgeable about the basic operations of the entire department and respond personally to requests for information or complaints concerning office procedures; articulate the work of the department to other constituencies. Address questions requiring interpretation and explanation and refer non-routine questions (including difficult student crisis situations) to appropriate staff. Assist in orientation, welcome week, winter term, commencement procedures, and other institutional-wide events. Assist in department marketing: assist in the maintenance of the departmental website and maintain building bulletin boards. Attend weekly leadership staff meetings and record notes. Handle highly confidential materials. Conduct intake interviews and refer inquiries to the appropriate staff members. Secretarial and Administrative Provide secretarial and administrative support for the Dean of Student Success (DSS). Maintain the DSS calendar and files; schedule meetings and manage logistics. Compose, proofread, and edit departmental correspondence and reports requiring knowledge of college and office policies and procedures. Provide input in the review and implementation of departmental policies and procedures. Make recommendations for improvement of the operation of the department. Participate in maintaining and archiving office and departmental files, both public and confidential. Provide clerical support for professional staff searches; handle applications and related files, prepare acknowledgment letters, coordinate communications with search committee members, and make candidate arrangements. Prepare files for the Dean of Student Success. Attend meetings and events as necessary. Departmental Supplies & Equipment Coordinate office supply inventory and ordering process; prepare requisitions as needed. Provide an annual budget review of supply expenses. Provide primary coordination of all office equipment including researching products, processing orders, and overseeing operations: copier, office printers, poster printers, laminator, scanner, fax machine, and telephones. Coordinate all work orders and maintenance processes. Provide an annual budget review of equipment expenses. Coordinate maintenance issues including submitting maintenance requests, processing refund requests, and coordinating communications. Kitchen, Storage, and Stationary Equipment Assist the Director in the coordination of maintaining the storage and dining kitchen equipment processes, as follows: New Equipment: maintain arrival date information, submit installation work orders, apply OC#, apply warranty tag, retrieve manuals and keys, maintain inventory database, and change lists. Maintain warranty records and repair request logs. Equipment Repairs: maintain work order follow-up log and submit work orders as needed. Equipment Inventory: Update inventory as needed, and research equipment information using online websites. Marginal Job Functions Marginal Job Functions: Assist other staff members in the office as needed. Assist students with scheduling appointments as needed. Perform other related duties as assigned. Required Qualifications College degree or equivalent combination of experience and education, 5-7 years of office experience with a high volume of public contact; demonstrated ability to function effectively, efficiently and appropriately in a rapid-paced environment, high level of customer service experience; ability to interact well with a diverse range of individuals, including students, staff, and faculty; demonstrated ability to perform detailed work with a high degree of accuracy, and the ability to respond to pressures, deadlines and changes in priorities and schedules; excellent verbal and written communication skills; experience demonstrating initiative and good judgment; a minimum keyboarding skill of 40 wpm with emphasis on accuracy (test at time and place of application); demonstrated proficiency in Microsoft Word, Excel, and multi-level database management systems; and favorable references. Desired Qualifications Desired Qualifications: Bachelor's degree; experience with educational technology platforms (Blackboard, ENGAGE, Presence etc.) familiarity with Oberlin College and Conservatory. Compensation This Pay Grade 6 Administrative Assistant position is to be filled at an hourly rate of $26.01 or the appropriate transfer rate for internal candidates and includes an excellent benefits package. Special Instructions to Applicants Applicants chosen for an interview will be contacted to take Keyboarding, Microsoft Word and Excel tests in the Office of Human Resources prior to the scheduling of interviews . Candidates must pass all tests in order to be eligible for an interview. This position is available to both internal Ocope members and external candidates, with current members received preference during th efirst 10-days, expiring 02/9/2024. Documents Needed to Apply Required Documents Cover Letter Resume List of References Affirmation of Diversity Statement Optional Documents
