Staff Assistant to the Division of Student Life - Clinton, United States - Hamilton College

Description

Posted: 30-Oct-23

Location: Clinton, New York

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: B54983B8-B3BD-4F27-8B9796261D769F82

Provides a broad range of administrative support for the Associate Dean of Diversity & Inclusion and the Director for International Students Services. In addition, this position will be cross trained to provide back up support for the Associate Dean of Academic Support and the Student Support Care Team. Specific responsibilities include front desk welcoming for the Dean of Students Office, communicating effectively and confidentially with a variety of individuals both on and off campus (including parents); maintaining accurate records, coordinating correspondence; and maintaining legal immigration documents for the College's international students.

General Duties

• Provide triage support to students, families, faculty and staff with concerns for students and/or College policies and protocols both in person and via email and phone.
• Serve as the front line welcome for the Dean of Students office.
• Interview, selects, schedules and supervises student employees hired by the Dean of Students Office.
• Receives incoming telephone calls and communicates in person and in writing with parents, alumni, administrators, faculty, students, prospective students, vendors and others and provides appropriate information or refers to another individual.
• Word processes and distributes diverse internal and external correspondence.
• Maintains computers kept in the dean of students office for student use.
• Maintains multiple areas of the dean of student's website.

International Student Services

• Serve as the primary assistant to International Student Services.
• Serves as a Designated School Official (DSO) for Hamilton College.
• Maintains the Student and Exchange Visitor Information System (SEVIS) by keeping an accurate database of international student data including their visa status, records required by law, and financial aid packages.
• Prepares legal immigration and financial documents for students with F-1 visas, if needed.
• Maintains database of community members involved in the International Friendship program.
• Responds appropriately to student questions concerning documents required for travel outside the U.S., employment authorization and other immigration regulations.
• Organizes and maintains database for incoming first year international students, sharing it with necessary partners on campus.
• Outreach to newly deposited students for citizenship documents in order to process SEVIS materials to generate I-20s. All materials sent are then scanned into OnBase for record keeping.
• Constant communication with students via Blackboard email and regular email about important dates, deadlines and programs.
• Responsible for reconciling and submitting expenses including petty cash for the MP2 program.
• Provides planning and execution support for International Student Orientation and other annual programming.
• Responds appropriately to student questions concerning documents required for travel outside the U.S., employment authorization and other immigration regulations.

Diversity and Inclusion

• Serve as the primary assistant to the Associate Dean of Diversity and Inclusion.
• Provide logistical, planning, and executing support for annually and semesterly occurring programming required for the Hamilton Posse Scholars.
• Provide logistical, planning, and executing support for annually and semesterly occurring programming required for the Hamilton QuestBridge Scholars Programs.
• Provides budget management and reconciliation support for Hamilton Posse Scholars Program mentors.
• Coordinates, maintains and prioritizes calendars for the Associate Dean of Diversity & Inclusion.
• Provides budget management and reconciliation support for the Hamilton Questbridge Scholars Program.
• Maintains accurate, up to date status spreadsheets on Hamilton Posse Scholars & Hamilton QuestBridge Scholars (e.g., retention, study away, leave of absence information, etc.).
• Process invoices or payments that need to be made for the programs and document those expenditures in a shared spreadsheet for budgetary tracking.
• Provides short-term and long-term support for new and ongoing project work by the Associate Dean for Diversity and Inclusion.

Due the ever-evolving nature of the dean of student's office, the staff assistant will be cross-trained to provide backup support to other Dean of Students office staff assistants. In particular, the staff assistant will work with other staff members to support critical administrative tasks of the Academic and Student Support Teams.

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About Hamilton College
United States. Founded in 1793 as the Hamilton-Oneida Academy; chartered in 1812 as Hamilton College; third oldest college established in New York State. Our mission is to provide an educational experience that emphasizes academic excellence and the development of students as human beings, as we prepare them to make choices and accept the responsibilities of citizenship in a democratic world of intellect and diversity. Hamilton's 1,350-acre campus is situated on a hilltop overlooking the picturesque village of Clinton, N.Y. The College is eight miles southwest of Utica, 45 minutes east of Syracuse, one hour from the Adirondack Park to the northeast and 90 minutes west of Albany.
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