Job Opening: Student Services Assistant, Showa Boston Institute

Institution: Showa Boston Institute
Location: Boston, MA
Start date: October 1, 2012
Education requirements: 4-year degree
Employment type: Full time
Professional level: Entry level

POSITION SUMMARY: Perform a variety of program and administrative functions for the Director and for the department

PROGRAM DUTIES

  • Assist in the design and implementation of programs, services, optional trips, and workshops
  • Coordinate various promotions for departmental programs: oversee bulletin boards, design and produce flyers, shuttle schedules, announcements, and signs
  • Update and distribute planning documents; such as orientation schedules, program calendars, and wing lists
  • Attend Student Services events both on-campus and off-campus
  • Chaperon student trips including overnight/weekends, such as the Niagara Falls weekend
  • Assist with campus activities, including festivals, events, and workshops
  • Represent Showa at local universities’ recruiting events for CCP/RA/Intern positions
  • Work with presenter to prepare materials for yearly Japan trip, including informational packets, presentations for pre-arrival study-abroad orientation.
  • Coordinate, conceptualize and design various promotions for departmental programs: oversee bulletin boards, design and produce flyers, shuttle schedules, announcements, and signs
  • Serve as front-line responder for students needing help from Student Services
  • Support other departmental staff during periods of peak workload
  • Assist with student arrivals/departures, including airport pick-ups/drop-offs, and orientation
  • Recruit and manage student volunteers within the department
  • Help monitor student compliance with departmental and campus procedures and guidelines
  • Work a flexible schedule, including occasional nights, weekends, and holidays
  • Oversee Showa’s recreational/sports/exercise equipment and rooms
  • Perform other program duties as assigned by the Director or Assistant Director

ADMINISTRATIVE DUTIES

– Import and update the institutional student database for each program. Use that data to generate wing lists, keys, and other documents within the department and on campus

– Assist Director in monitoring the department’s financial transactions, reconcile monthly reports from Business Office, and assist in developing and tracking departmental budget

– Assist Facilities staff to identify and resolve student concerns about their rooms/wings

– Serve as an administrative resource to provide the following

– Help produce training materials, such as student and RA handbooks

– Pick-up, sort, and distribute departmental mail daily

– Process administrative forms to reserve Facilities, make IT repairs, and order catering

– Process key requests, sort, and distribute keys and safe-box combination packets for each program’s arrival. Sort and check keys, and return to the key-lock cabinet after each program’s departure.

– Perform inventory and order supplies

– Prepare Business Office forms for the Director’s review and signature: requisitions check requests, etc.

– Attend weekly departmental meetings, and other meetings as requested

– Meet with supervisor for project management and priority setting, and with other departmental staff as needed

– Serve as part of Front Desk coverage, as needed

– Perform other administrative duties as assigned by the Director or Assistant Director\

SKILLS

  • Ability to multi-task within a fast paced, intercultural setting
  • Organizational, interpersonal, communication, program planning, and administrative skills
  • Basic financial record keeping and budgetary skills
  • Ability to initiate and maintain administrative and organizational systems
  • Capacity to work well as a team member and independently
  • Working knowledge of relevant Windows-based PC software, particularly MS Office

REQUIREMENTS

  • Bachelor’s degree
  • Prior programming and administrative experience
  • Experience in Student Services within a residential, university campus preferred
  • International living or study abroad experience a plus

For full details and to apply, see the original posting on idealist.org.

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