| Position Summary | The part-time Administrative Assistant for Community Care & Standards provides specialized administrative support critical to the effective management of student conduct, care, and wellness services. The role supports both daily operations and long-term initiatives in a dynamic, student-centered environment, ensuring the smooth intake and tracking of student concerns, including complaints, appeals, and conduct violations.
This individual is an integral part of the Community Care & Standards team, managing case documentation, scheduling, and confidential records, while serving as a welcoming point of contact for students, staff, and faculty engaging with the department. This position will work 29/hours per week.
Austin Peay State University is a four-year public, doctoral-level university, with six colleges and four Chairs of Excellence. The University has an enrollment of over 10,000 students and is located in Clarksville, Tennessee, a community of an estimated 180,000 people located approximately 40 miles northwest of Nashville, TN. |
| Primary Duties and Responsibilities | - Provide primary administrative support to the Director, including calendar management, transaction reconciliation, and meeting coordination.
- Maintain, organize, and secure confidential student conduct and care records using the Maxient case management system.
- Prepare correspondence and materials related to student conduct and case resolution (e.g., outcome letters, notifications, sanction documentation).
- Monitor department email inboxes for incoming reports and time-sensitive concerns; escalate as appropriate.
- Track completion of student sanctions and upload documentation as received. Make travel arrangements; prepare and process travel authorizations/claims.
- Coordinate and prepare department meeting materials as designated; including the preparation of agendas, minutes, presentations, and additional items as needed.
Office Support - Manage the greeting of office visitors, schedule appointments, directing inquiries as appropriate, answering telephones and assuring requests for assistance are handled in a timely and professional manner.
- Prepare documentation/files for student intake meetings.
- Process requisitions for office supplies and equipment; Process in-coming and out-going mail and email communications; sort and distribute as appropriate.
- Submit work orders through appropriate channels.
- Schedule student appointments with designated staff using Microsoft Bookings or related platforms.
- Maintain an organized filing system (electronic and physical).
- Submit supply requests and maintain inventory of departmental materials, including event items and educational outreach tools.
- Assist with tabling events and educational programming related to health, wellness, and student rights and responsibilities.
Collaboration & Departmental Functions
- Liaise with Student Affairs, Academic Affairs, Housing, and Campus Police to ensure information flows appropriately and confidentially.
- Maintain familiarity with APSU policies, including the Student Code of Conduct, FERPA, Title IX, and related laws.
- Participate in staff meetings, retreats, and professional development sessions.
- Assist with compiling data and reports for compliance, institutional research, and grant-related purposes.
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| Knowledge, Skills, and Abilities | - Strong interpersonal skills, demonstrated empathy, and professionalism when working with diverse student populations.
- Discretion in managing confidential and sensitive information.
- Ability to stay organized while handling multiple ongoing responsibilities and deadlines.
- Proficiency in case documentation, database entry, and Microsoft and web-based platforms.
- Commitment to student success and equity-centered service.
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| Physical Requirements | - Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
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| Required Minimum Qualifications | - High school graduate or equivalent, and
- A minimum of one (1) years of related experience in a professional office environment or project coordination.
- Knowledge of best practices with providing administrative support, leading special projects, and event coordination.
- Efficiency with Microsoft Office Suite such as outlook, word, powerpoint, and excel.
- Skills that exemplify collaboration, communication, action and advocacy.
- Advanced oral and written communication skills.
- Ability to administer multiple deadlines and tasks.
- Demonstrated ability to analyze and assess data.
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