Administrative Assistant

SUMMARY OF THE JOB:

The Department of Student Support Services (SSS) includes the Office of the Registrar, the Departments of Student Affairs, and the Office of Career Services and Industry Relations. The SSS Administrative Assistant, in collaboration with various departments, will work to streamline interdepartmental processes and procedures and enhance opportunities for student academic success. The SSS Administrative Assistant is responsible for managing the security regulations outlined by TSA as it relates to access and functions required for operations for the College of Aeronautics, serve as dedicated support for university events, and streamline specific regular cadence duties as assigned by the three department directors.

ESSENTIAL FUNCTIONS:

• Supports and performs administrative duties for the Student Support Services departments, including but not limited to updating job postings and information in Handshake, verification of enrollment, daily unposted attendance reporting, and weekly/end-of-term updates of withdrawn/graduated students for badge disabling.
• Maneuver through database management and LMS systems as well as other software to update student information, assist in answering students' questions, and entering notes regarding student contacts.
• Assists on-ground and online students with understanding the process of accessing and reviewing their academic records and schedules.
• TSA Security Management
• Responsible for managing security services and operations for the aviation campus for students, employees, and visitors to ensure compliance with all TSA and airport regulations.
• POC for all audits, attending audit meetings required by TSA/airport.
• Works closely with the SA Badge and ID office regarding missed appointments, disqualified badges, cleared backgrounds, and potential issues.
• Approve/reject badge applications and issue vouchers.
• Travel to the badging office regularly, as demand dictates.
• University Events
• Assist with the organization and execution of university events, to include, but not limited to, graduations, orientations, student events, and other leadership-directed events.
• Assist with administering and coordinating billing and invoicing related to reservations and procurement through proper University staff in a timely manner.
• Breaking down and cleaning the event space once the event has drawn to a close
• Communication and correspondence with the Alumni Association. Updating database and records of university alumni.
• Assist with on and off campus student activities to promote a sense of community.
• Additional duties as assigned.

PROFESSIONAL/PUBLIC ACTIVITES:

• Continued education, related certifications, and increased knowledge base for enhanced training and skill sets.
• Must participate in the Hallmark Character Education Program.

KNOWLEDGE/ SKILLS/ABILITIES:

• Detailed-oriented, superior customer service skills, professionalism, ability to work independently, self-starter, and a team player.
• Knowledge or experience working under rules of Family Educational Rights and Privacy Act (FERPA) and confidentiality standards.
• Considerable knowledge of university policies and procedures related to functional area (or ability to rapidly assimilate).
• Aptitude for managing multiple tasks simultaneously.
• Demonstrate exemplary work ethic, positive attitude, and accountability to HU values.
• Excellent communication skills (verbal and written) problem solving skills.
• Microsoft Office Suite: Word, Excel, and Outlook.

QUALIFICATIONS AND EXPERIENCE

PREFERED:

• Minimum of an Associate Degree from an accredited college/university.
• 1 year or more experience in an institution of higher learning.

REQUIRED:

• High School Diploma/GED
• 1 year or more experience in educational institution
• Advanced knowledge of Microsoft Excel and Word
• Must have reliable transportation as travel between campuses and events as required.
• Must pass comprehensive background check.

About Hallmark University

Hallmark University is a nonprofit college offering Aviation Maintenance, Information Technology, Cyber Security, Business, and Nursing.