Job Title: Advising Program Assistant-Advising
Classification: C4
Department: Student Academic Success Center
Updated: January 2019

Job Summary

Provide support to the administrative staff in the program planning, coordination, and implementation of projects, events, publications, and services.

Responsibilities

Essential Functions:

• Provide administrative and clerical support for operation of the EXCEL Program the Student Academic Center including answering telephones, managing calendars and correspondence, maintaining electronic/paper recordkeeping systems and materials, and coordination and implementation of projects and events.
• Receive information in various forms and determine the appropriate method of processing.
• Compile and analyze data, prepare standard and requested reports, generate correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.
• Disseminate information that may require explanation and interpretation of established university and unit policies and procedures, and direct individuals to sources of additional information.
• Assist faculty, staff, and students with academic concerns.
• Review class schedules for incoming freshmen students, who potentially may participate in the program, and compose correspondence for any necessary adjustments.
• Assist with the review of transcripts for students with below 2.0 cumulative GPA.
• Perform work of a confidential nature for the EXCEL Program, Pre-major Advising Program, and Advising Resources & Special Programs Unit including grade audits for students and financial matters for programs and unit.
• Respond to questions from advising website/email from current and prospective students, staff, and faculty about all aspects of the university.
• Develop and manage programs’ database systems and assist with unit’s database system.
• Maintain unit Web sites.  This would include assisting with the design, maintaining informational Web pages, and posting/updating online documents.
• Edit and proofread programs’ and unit’s correspondence, reports, and materials for publication.
• Maintain and analyze set of complex budgetary records (Banner) by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing statements regarding the status of accounts, and making recommendations as to projected budgets.
• Make conference/travel arrangements for staff.
• Coordinate employment search processes.
• Assist with the training of new AP and PSS staff.
• Supervise student employees and may act as a lead worker to other PSS staff.
• Other related duties as assigned.

Non-Essential Functions:  

• None

Required Qualifications:

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• Typing and spelling competency.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills. 
• Demonstrated experience to successfully use a variety of computer software applications.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Preferred Qualifications:

• Bachelor’s degree.
• Higher education work experience.
• Supervisory experience.

Supervision Received:

Receives minimal supervision from a designated supervisor.  Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility. .

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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