Administrative Assistant to the Deans (Dean of Students and Dean of Teaching and Learning) - Armand Hammer United World College

Primary Position Objectives

The UWC-USA program - a two-year experience that integrates our Academic, UWC CAS (Creativity, Activity, and Service), and Residential curricula - prepares students to serve as catalysts for greater unity, peace, and sustainability in the world. We support students in practicing our mission during their two years on campus and challenge them to live our mission for a lifetime. Under the supervision of the Deans, the Administrative Assistant to the Dean of Students and Dean of Teaching and Learning understands and supports the mission of UWC-USA as fundamental to all mission-delivery program activities, including academic, experiential education, and residential life. The role is to support the core programming of the UWC-USA student experience.

Position Responsibilities

Responsibilities

Assist the Deans with core office responsibilities:

• Provide administrative support using digital platforms (Veracross, Google Workspace, Event Manager, Panda Docs, Amazon account, REACH, x2Vol, School Dude, etc.)
• Manage record keeping and data collection, entry, and analysis
• Manage professional attendance and timeliness for deadlines and commitments, prompt faculty to complete requested tasks (iSolved, spreadsheet data collection, surveys)
• Assist in communication with students, faculty, staff, external partners, and families:
  • Draft templates of formal correspondence (job descriptions, letters to parents, NC, etc.)
  • Final review and editing of formal correspondence (job descriptions, letters to parents, NC, etc.)
  • Timed sending of formal correspondence with merged information, attached or linked materials
• Prepare graphics and visual representations (ex., calendars, summary of data, infographics of processes)
• Assist in coordination across teams, communication, and calendaring of events
• Manage and deploy templates for regular residential life correspondence:
  • Friday Flash
  • REACH travel requests
• Manage budgetary procedures:
  • Assist with contract drafts and related documentation
  • Prepare and log disbursement requests
  • Complete and submit credit card statements and receipts
  • Track budget spending
• Fulfill other tasks as determined by the Deans
• Leadership: All UWC-USA employees are expected to provide varying levels of leadership in order to support the UWC mission. Examples include but are not limited to:
  • Actively participating and contributing to committee or task force assignments, providing leadership in campus-wide events or initiatives, strategic planning efforts, in the experiential education program, the dormitories, dining hall, and/or in physical plant initiatives.
  • Initiating strategic discussions and sharing thoughtful and innovative ideas with your co-workers for carrying out the UWC mission and successfully completing day to day work assignments.
  • Demonstrating a growth mindset by believing and acknowledging that intelligence, skills, learning and creativity can all grow with time and experience.
  • In all interactions, upholding the UWC mission and values, and creating an environment that promotes and values diversity, equity and inclusion.

Position Qualifications

Required Qualifications

• Associate's degree or higher
• Advanced proficiency in Google Workspace Suite, including Google Docs, Sheets, Forms, as well as Student Information Systems
• Ability to produce high-quality work, meet critical deadlines, and pay attention to details
• Ability to work collaboratively with teachers and staff
• Ability to contribute to the life of the school
• Excellent interpersonal and communication skills
• Excellent organizational and time management skills
• Ability to use good judgment in establishing priorities and assessing and navigating difficult situations
• Ability to work with frequent interruptions
• Ability to work on own initiative
• High degree of accuracy, discretion, and confidentiality is essential
• Actively engaged member of his/her profession and the wider community
• Flexible and adaptable
• Must be able to lift, carry and pull up to 30 pounds
• Current driving record and valid driver's license

Preferred Qualifications

• Associate degree or higher
• Knowledge/experience using student information databases