Description

Under the supervision of the Vice President of Academic and Student Affairs, the Student/Academic Support Specialist serves as coordinator for the division and carries out duties as assigned by the Vice President.

Examples of Duties

Office Maintenance
1. Log onto the desk computer
2. Pick up/distribute mail
3. Order all office supplies including cartridges for the fax machine

Record Keeping
4. Retrieve messages from the voicemail and distribute messages to the Vice President or the
appropriate person and inform the VP of appointments on the calendar for that day
5. Establish appointments
6. Prepare correspondence
7. Maintain requisition records for the division budget
8. Maintain a calendar of Student Affairs activities
9. Place students in the virtual New Student Orientation forum by emailing them the link
10. Forward correspondence to obtain signatures
11. Maintain a log and send prospective students registration information ( new student orientation, and dual enrollment)

Communication
12. Serve as liaison for the various departments with the Division of Academic/ Student Affairs
13. Communicate with school officials (superintendent, principals, and high school counselors) when needed
14. Communicate with Curriculum, GED/Continuing Education students, and with faculty and staff campus-wide
15. Distribute information to Academic/Student Affairs Staff

Documentation
16. Maintain a list of New Student Orientation links sent out
17. Room/Facility reservations for the campus
18. Enter documents into DocuSign/ E-procurement
19. Maintain a list of the letters sent to all high school seniors in the Service area

Data Entry
20. Input information to retrieve student’s schedule for emergency calls, security, and police officers
21. Develop a New Student Orientation list for ACA classes

Reporting
22. Prepare a Yearly Calendar of Events
23. Documents all Outreach

Audits
24. Maintain annual and sick leave records for the division
25. Maintain time sheets for the division
26. Maintain flex time sheets for division
27. Maintain monthly calendar for division
28. Maintain a record of spending by each area to assist with preparing the budget

Campus Activities
29. Assist the Vice President with the coordination of Graduation
30. Assist the Vice President with the coordination of New Student Orientation
31. Assist the Dean of Students with Spring Fling

Professional Development
32. Participate in ongoing computer training to stay abreast of changes
33. Maintain updated knowledge of Academic/ Student Affairs

Support of Mission/Related Responsibilities
34. Assist the Vice President with coordinating the registration process of curriculum students” Early Registration/Registration
35. Assist with the enrollment process: provide information as well as take messages
36. Copy Social Security cards for Admissions Application
37. Assist staff with travel, lodging, and reimbursement
38. Input students into the system for admissions
39. Register students for the upcoming school year

Service/Outreach
40. Assist with the promotion of Academic/Student Affairs in the public sector
41. Co-facilitate with the Vice President regarding Emergency funds through the Finish Line and ECMC Grants.
42. Approve/Dein applications for ECMC.

Minimum/Required Qualifications

Minimum Requirements:

• Associate’s Degree in a related field.
• Minimum of three years of office-related administrative experience.
• Proficient with Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Handling Multiple Tasks in a Timely Manner / Highly Organized.
• Meet the Demands of a Highly Computerized Workplace.
• Ability to work independently and in teams.
• Strong Interpersonal Skills.

How to Apply

MUST READ Special Instructions and Additional Information to Applicants:

INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.

Resumes are not accepted in lieu of state applications. "See Attached Resume", etc. will result in an incomplete application. Resumes, cover letters, and all transcripts listed on application must be uploaded with your application or this will also result in an incomplete application. Official transcripts must be submitted to the Human Resources Director within (15) days upon hiring. All applications must be submitted directly via our online application system at https://www.schooljobs.com/careers/halifaxcc.

Applications submitted through third party sites will not be accepted. Application packets for employment must be submitted by 5:00 p.m. on the closing date. If multiple applications are submitted to an individual posting, only the most recent application received prior to the posting close date will be accepted. To receive credit, all relevant experience must be included in the work history section of the application.

Any information omitted from the application but included in the resume will not be considered for qualifying credit. Persons eligible for Veteran's Preference must submit a copy of Form DD-214.