Job Title: Student Life Assistant
Classification: C4
Department: Student Life
Updated: November 2023

Job Summary

The Student Life Office Assistant provides administrative and confidential clerical support for the Director of Student Life and the Office of Student Life which includes planning, coordination, and implementation of projects, budgets, events and services. A significant portion of the position is financial processing duties for the Office of Student Life totaling over 450 accounts. This position requires exceptional organizational and communication skills, high level multi-tasking and office supervisory abilities, and a passion for managing finances with a high attention to detail. The primary work schedule is M-F during business hours but may require periodic evening and/or weekend hours for special events.

Essential Functions:

Department Finances / Budget

• Responsible for monitoring departmental financial record system entailing frequent use of university workday system (formerly Banner Financial, OnBase payment system for invoices and transfers, and Banner Administration to create purchase orders). There are approximately 450 accounts that are departmental and student organization operational.
• Reviews department budget reports, including wages, and reconciles the reports with the department office’s records. 
• Performs bookkeeping related duties such as reconciling, monitoring and tracking expenditures, reviewing and processing invoices.
• Prepares data for monthly finance review of budget statements with Director including status of accounts, interpretating and forecasting.
• Supports staff in reviewing and maintaining budgets for major events.
• Serves as department resource regarding university financial policies and procedures and provides guidance in the student organization funding process via the Student Life Fund.
• Utilizes software system LakerLink to review financial requests from student organizations and processes expenditures according to allocated funding.
• Reviews and processes a high-volume number of invoices and professional contracts for speakers, performers, venue and equipment rentals, production management and services, and internal payments.

Administrative Support

• Provides administrative and clerical support for the Director including correspondence, calendar management, travel, and departmental support for Student Senate (e.g. elections logistics), programming planning efforts, and assessment/strategic planning. 
• Supports Director and department for specific projects/programs which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a projects/programs.
• Schedules and supports department meetings, planning retreats, trainings, and events. This may include minute taking, logistical arrangements, record keeping, etc.
• Participates in department planning activities and assists with the development of department goals and objectives. 
• Provides administrative support (develop, update, proofing) for departmental publications (e.g. organizational charts) and social media and web pages, web forms, etc. 
• Manages department technology (e.g. replacement plan, IT requests) and provides general support and troubleshooting (e.g. computers, phone, printers, etc.).
• Supports department sponsorship processes (e.g. office giveaways) including communication with external entities.
• Supports departmental employment search processes and leads department onboarding at all levels.
• Supports the department management of student employees including hiring, wage review, backup timecard approver, and serves on departmental committee for student employment.
• Collaborates closely with front desk student employees to streamline customer service and ensure high competency in office procedures related to student organization funding, contract processing, purchasing card use, etc.
• May act as lead worker to PSS staff members within the department and highly collaborative with other PSS to ensure needs of department are consistently met. 
• Attends all major office and division events.
• Performs other duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service. 
• 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 navigate challenging situations in the workplace, while using good judgement. 
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships

Preferred Qualifications:

• Bachelor’s Degree.
• Experience working in higher education.
• Experience supporting Student Affairs units on a college campus or experience supporting Director-level staff.
• Demonstrated experience working with accounting and budget processes.
• Demonstrated experience with student supervision.

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.

Back to C4 Position Descriptions