Administrative Support Supervisor

Administrative Support Supervisor

The Administrative Support Supervisor reports to the Vice Chancellor for Enrollment Management & Student Life and provides support for enrollment management and student life initiatives. In addition, this position serves as a supervisor for part-time workers and administers all aspects of the Student Services Ambassador program.

Manages and / or performs the administrative functions of the Vice Chancellors Office. Manages support responsibility for projects and programs of the Vice Chancellors Office, attend events with the Vice Chancellor, may take photos and notes at meetings. Maintains administrative technical system aspects in accordance with management directives. Responsible for data entry support and student records while practicing strict confidentiality. Performs functions to provides training on travel assistance, carry out purchase order requests, and monitoring spending for available funds and needed budget transfers. Interacts closely with administrative divisions that report to the Vice Chancellor (Financial Aid, Admissions, TRIO, STEM, CPI, Veterans Services, Welcome Center, and PR & Marketing, Student Life & Wellness) to provide project support as appropriate. Manages the budget of the Office of the Vice Chancellor; assists with the budgeting process of the offices directly reporting to the Vice Chancellor. Reviews and processes a variety of paperwork, which may include : requisitions, grants, applications, travel authorizations, employment contracts, P-card, T-cards, pay-related documents, and / or other related items. Facilitate workshops and training for Student Services Ambassadors to be fully functional in working at the front desk processes and giving tours. Demonstrate highly effective customer service skills via telephone and in person in addition to training Student Services Ambassadors and part-time workers these same skills. Coordinates bulk mail-outs, calling campaigns, and other student outreach efforts as needed. Responsible for all aspects of the Student Services Ambassadors program. Serve as the direct supervisor for part-time workers. Serves as coordinator for departmental-wide functions, meetings, and participation in college sponsored activities. Assist in Managing grant materials and maintain documents in accordance with FERPA and UA-PTC Policy & Procedures when needed. Scan, image and index various files into the Application WebXtender scanning system, including confidential student medical and / or discipline, monthly budget and expenditure files, and financial aid items. Organizes, arranges, and attends when necessary, conferences and seminars related to department objectives. Coordinates office activities with VC direct reports and other professional staff, monitors office activities and work flow, and makes periodic reports to supervisors. Assist in Development and implementation of office procedures necessary to meet department objectives. Conserve the Vice Chancellors time by reading, researching, collecting and analyzing information as needed, in advance. Manages sensitive information with discretion and confidentiality. Performs other related duties as assigned.

Qualifications :

High School Diploma / GED