Departmental Technician Il

Departmental Technician Il

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Please see Special Instructions for more details.

Applicants chosen for an interview will be contacted to take Keyboarding, Microsoft Word, and Excel tests in the Office of Human Resources prior to the scheduling of interviews. Candidates must pass all tests in order to be eligible for an interview.

This position is available to both internal Ocope members and external candidates, with current members receiving preference during the first 10-days, expiring September 13, 2026.

Posting Details

Announcement Information

Job Summary

The Office of the Center for Student Success invites applications for the position of Departmental Technician Il. This is a full-time, Administrative Assistant position, working a 12-month schedule, reporting to the Dean of Student Success. All Administrative Assistant positions in the Center for Student Success serve as members of the staff team supporting the overall operations of the office.

Responsibilities

The incumbent will have general responsibility for providing proactive and timely administrative and operational support to the Center for Student Success (CSS)

Essential Job Functions

Operations

Serve as the first point of contact for current and prospective students, parents, faculty, staff, alumni, and the general Oberlin community regarding the Center for Student Success initiatives. Create a safe, tidy, welcoming, and inclusive space (including the CSS suite and student lounge) for all CSS visitors and guests.

Maintain the CSS departmental and event calendars: coordinate staff schedules, plan meetings, schedule appointments, and coordinate conference room and student lounge scheduling.

Make adjustments to the operations as needed.

Assist in the management and archiving of office and departmental files, both public and confidential.

Maintain, update, and revise confidential student files in institutional databases such as Banner, ENGAGE, etc.

Assist in the maintenance and organization of the CSS Box folders and the files therein.

Manage budgetary and tracking oversight: supply the Dean of Student Success and Leadership Team members with regular updates on budget/fund changes; compare purchases to planned expenditures; monitor spending; create and distribute annual budgetary templates.

Manage staff mail and directory; update and distribute staff phone lists.

Maintain the CSS Operations Manual and provide input in the review and implementation of departmental operations and procedures.

Manage office supply inventory and monthly departmental supply orders.

Coordinate office maintenance issues with the department of Facilities, including submitting maintenance requests and scheduling facilities work orders. Responsible for communicating to CSS staff the timelines of such work orders and schedules for repairs.

Provide primary support for all CSS-related office equipment, including maintenance, repair, and purchasing.

Develop and manage a system for logging all CSS departmental equipment and the maintenance thereof.

Provide administrative and operational assistance for CSS departmental participation in Oberlin events: Orientation, Welcome Week, Winter Term, Commencement, and other institution-wide events.

Attend monthly divisional Managers and Administrative Assistants meetings.

Attend other events and meetings as necessary; take notes as needed.

Communications

Serve as the first point of contact for current and prospective students, parents, faculty, staff, alumni, and the general Oberlin community regarding the Center for Student Success initiatives. Respond to questions from faculty, staff, students, families, and the general public about the department's services and Oberlin in general:

Be knowledgeable about the basic operations of the entire department and respond personally to requests for information in a timely manner; articulate the work of the department to other constituencies.

Address questions requiring interpretation and explanation and refer non-routine questions or complaints (including difficult student crisis situations) to appropriate staff.

Coordinate office communications:

Answer and screen telephone calls; manage department voicemail and email; manage departmental out-of-office messaging.

Compose, proofread, and edit departmental correspondence and communications: inclusive of physical (posters, signs, flyers) and virtual (Campus Digest, Engage, and Instagram) messaging.

Assist in the composition and distribution of departmental reports, requiring knowledge of the college and institutional policies and procedures.

Assist in the maintenance of the departmental website and bulletins.

Prepare files for print, support social media accounts, and maintain departmental bulletin boards.

Marginal Job Functions

Core Function Support

Provide general secretarial and administrative support for the Dean of Student Success (DSS).

Assist the DSS in maintenance of their calendar: schedule meetings and manage logistics; reserve meeting rooms, maintain guest lists, manage Zoom logistics, and coordinate guest schedules.

Provide administrative support for candidate searches: maintain applications and related files, prepare acknowledgment letters, schedule meetings, coordinate communications with search committee members, and make candidate travel arrangements.

Assist other staff members in the office as needed:

Provide bi-annual clerical support to the Learning Enhancement Across the Disciplines (LEAD) program by assisting with faculty outreach, course management, and section building.

Provide communications and operations support to the Learning and Development core function through email campaigns, print orders, and social media management as needed. Assist in student outreach and codes management.

Email students for Success coaching appointment reminders, follow-ups, survey outreach, and more.

Perform other related duties as assigned.

Required Qualifications

College degree or equivalent combination of experience and education, 5-7 years of office experience with a high volume of public contact; demonstrated ability to function effectively, efficiently and appropriately in a rapid-paced environment, high level of customer service experience; ability to interact well with a diverse range of individuals, including students, staff, and faculty; demonstrated ability to perform detailed work with a high degree of accuracy, and the ability to respond to pressures, deadlines and changes in priorities and schedules; excellent verbal and written communication skills; experience demonstrating initiative and good judgment; a minimum keyboarding skill of 40 wpm with emphasis on accuracy (test at time and place of application); demonstrated proficiency in Microsoft Word, Excel, and multi-level database management systems; and favorable references.

All staff at the Center for Student Success display a deep commitment to educational equity and the advancement of underrepresented or marginalized groups in educational spaces, and will commit to partaking in ongoing professional development opportunities towards this goal.

Desired Qualifications

Bachelor's degree; experience with Google suite and Box preferred; experience with educational technology platforms preferred (Blackboard, Curriculog, ENGAGE, Presence etc.), familiarity with Oberlin College and Conservatory.

Quick Link for Posting https://jobs.oberlin.edu/postings/17778 Compensation

This Pay Grade 7 Administrative Assistant position is to be filled at an hourly rate of $30.04 or the appropriate transfer rate for internal candidates and includes an excellent benefits package.

Special Instructions to Applicants

Applicants chosen for an interview will be contacted to take Keyboarding, Microsoft Word, and Excel tests in the Office of Human Resources prior to the scheduling of interviews. Candidates must pass all tests in order to be eligible for an interview.

This position is available to both internal Ocope members and external candidates, with current members receiving preference during the first 10-days, expiring September 13, 2026.

Documents Needed to Apply

Required Documents

• Cover Letter
• Resume
• List of References
• Affirmation of Diversity Statement

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • The Center for Student Success is a high-traffic environment serving students, families, faculty, staff, and other members of the Oberlin community. Describe how you would manage a situation in which a student is visibly upset at the front desk, the phone is ringing, a parent is waiting for assistance, and a staff member needs immediate administrative support. How would you determine what requires immediate attention, what can wait, and what should be referred to another staff member?

(Open Ended Question)

• • The Center for Student Success serves students with a wide range of backgrounds, identities, experiences, and needs. How have you worked to ensure that the people you serve feel welcomed, respected, and supported?

(Open Ended Question)