Advising Assistant

The Advising Assistant provides general assistance and support to students and staff in an advising center.

• Creates suitable communications and processes for targeted groups of students.
• Maintains the calendar for events and assists with advisor appointments.
• Coordinates the planning, execution, and evaluation of events.
• Serves as the primary point of contact for students, assisting them with inquiries and directing them to the appropriate person as necessary.
• Organizes, maintains, and retains documents according to relevant protocols and procedures.
• Performs general office tasks, including, but not limited to, answering phones and emails, ordering office supplies, running reports, ordering promotional items, and ordering business cards.
• Processes a variety of financial and budgetary documents including, but not limited to, vouchers, travel requests, purchases requisitions, and expense reports.

• Performs all other duties as assigned.

Direct Reports:

• Assists with the supervision of Part Time Employees

Delegation of Work:

• Regularly assigns work to subordinate(s)

Supervision Given:

• May train and counsel subordinate(s). May provide feedback to a supervisor regarding other employees' performance, but does not make hiring and dismissal recommendations.

Required Education:

• Minimum of 60 hours of college course work

Required Experience:

• Minimum of one (1) year of related job experience

License/Certification:

• None required

• None

Knowledge:

• Knowledge of the advising function in a higher education environment, and the related trends, issues, and best practices; knowledge of basic office and administration tasks and equipment.

Skills:

• Good technical skills, including proficiency in MS Office; strong analytical and problem solving skills; excellent interpersonal and communication skills.

Abilities:

• Ability to effectively communicate with a wide range of individuals and constituencies in a diverse university community.

Primary Work Location:

• Works in an office environment.

Physical Demands:

• Work is performed in a typical interior work environment which does not subject the employee to any unpleasant elements; individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Computer/Automated System Proficiency

• Proficient in the use of university applications or automated systems to perform job duties.
• Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.