Administrative Assistant for Student Services

POSITION OVERVIEW
Reporting to the Director of Residential Life and Student Activities, employee is responsible for the daily clerical and administrative functions for the Division of Student Services (Dean, Director of Residential Life, Health Services, and Counseling Services). Employee interacts with a wide range of staff, faculty, students, parents, and community members. As the “face” of Curtis Hall, this employee is tasked with all front desk activities to include acting as primary liaison with Campus Safety. Tasks are normally accomplished within well-defined parameters, but judgement and initiative are regularly required. Strong written and excellent verbal communications skills are required for both internal and external contacts. Advanced computer skills with multiple applications, such as PowerCampus, StarRez, AccessIt, Microsoft Office and email are essential. This is a bargaining unit, non-exempt, hourly position.

DUTIES

• Regular attendance required.
• Provide clerical and administrative support to the Division of Student Services, including
  scheduling and coordination of departmental meetings and activities.
• Act as intermediary for the Dean of Students with students (internal), parents and
  community members (external).
• Assist with execution of special events, including but not limited to: Orientation, The Chili
  Cook-Off, Student Life Awards Banquet, Opening and closing of the Residence Halls on a yearly,
  semester and mid-semester break basis.
• Perform word processing, spreadsheet development, mail merge documents and other
  clerical duties as required.
• Create purchase orders for the division (and assist with ship PO’s as requested).
• Manage the student ID making process and inventory.
• Manage lockout keys and ensure students return lockout keys in a timely manner.
• Report washers and dryers that are out of service to the third party vendor.
• Ensure that only individuals with appropriate credentials or appointments enters Curtis Hall
  while providing a welcoming environment to students, staff and the public.
• Provide administrative support to the Maine Maritime Academy Parents Association.
• Assist with the editing of the Student Life portion of the website.
• Liaison with Campus Safety for the fire and emergency panel located in Curtis Hall.
• Access confidential data in various Academy databases to assist with the security of the
  Residence Halls, maintaining data entry and assigned clerical work. This includes systems such as PowerCampus, AccessIt and StarRez.
• Responsible for managing and scheduling the weekend shuttle service and medical drivers.
• Coordinate with Coaches and Admissions for overnight recruits staying in Curtis Hall.
• Assist with the scheduling of Desk Assistants.
• May manage/train student employees.
• Provide backup for Academy Receptionist

SKILLS

• Ability to maintain a high level of confidentiality.
• Self-motivated and team player.
• Strong customer service skills when answering the Curtis Hall front desk phone and when
  interacting with students and visitors in Curtis Hall.
• Ability to be self-directed and complete projects in a timely manner.
• Excellent interpersonal, verbal and written communication skills.
• Attention to detail and strong organizational skills.
• Ability to work with various supervisors.
• Must be able to manage multiple tasks, establish priorities and be efficient despite routine
  interruptions.
• Ability to follow plans and meet goals in timely manner.
• Ability to demonstrate and encourage problem solving and respect among students.
• Ability to assist students in resolving problems or direct them to appropriate services.
• Ability to understand and apply Academy policy and procedure.
• Ability to become familiar with Academy infrastructure.

QUALIFICATIONS

• Computer skills with multiple applications are essential, ability to learn new applications as
  required, comprehensive experience with Excel and MS Word preferred;
• Some experience with special events coordination and planning
• Thorough knowledge of office methods, procedures and practices.
• Fluency in using standard office software packages.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Proven willingness and ability to work collegially and within a team displaying good
  communication skills and using common sense
• Exceptional organizational skills and ability to manage competing tasks; and
• Outstanding work ethic, a high level of demonstrated initiative and self-monitoring.

WORKING CONDITIONS

• Telephone contact and in person contact with students, co-workers, or others daily.
• Frequent use of keyboard, mouse, and computer screen
• Must be able to visually inspect work and generate own work on computer
• Close office setting, generally sedentary
• Occasionally lift and move up to 10 pounds

SPECIAL CONDITIONS

• This position requires a Background Check. MMA reserves the right to make employment
  contingent upon successful completion of Background Check.