Administrative Assistant for Academic Services

Administrative Assistant For Academic Services

Lycoming College is hiring a full-time Administrative Assistant for Academic Services to join our Student Affairs & Success team. The Administrative Assistant for Academic Services is a key member of the support team advancing the College's student success, retention, persistence, and graduation strategies. This position has a direct impact on the overall well-being and experience of the student body by supporting day-to-day services, programs, communication efforts, and operational initiatives within the Office of Student Success and Academic Services. The priority of this position is to provide high-level administrative, operational, and technology support to Academic Services while ensuring the effective coordination of student retention initiatives, onboarding processes, communication strategies, scheduling operations, and case management systems. The Administrative Assistant represents the Office of Student Success and Academic Services to internal and external constituents with a high level of professionalism, attention to detail, customer service, discretion, and confidentiality. Additionally, this position supports data reporting, student communication campaigns, onboarding coordination for new students, referral management processes, event logistics, and office operations that contribute to student persistence and success.

What Will I Do In This Role?

• Provide direct administrative support to the Associate Dean of Student Success and Academic Services.
• Manage the Associate Dean's calendar, appointments, meetings, and scheduling priorities.
• Coordinate meeting logistics including invitations, agendas, materials, room reservations, minutes, and follow-up communication.
• Prepare correspondence, reports, presentations, spreadsheets, forms, and other administrative documents.
• Screen and respond to phone calls, emails, and visitor inquiries on behalf of the Director as appropriate.
• Maintain organized digital and physical filing systems, records, and confidential documents.
• Assist with purchasing requests, travel arrangements, reimbursements, and expense tracking.

Retention Operations, Data & Communication Support

• Support day-to-day retention initiatives and operational priorities within the Office of Student Success and Academic Services.
• Develop functional expertise in student success software systems, case management platforms, reporting tools, and communication systems.
• Complete data pulls and reports on both ad hoc and recurring schedules to support student success outreach, onboarding, and retention strategies.
• Coordinate with the Associate Dean on communication campaigns through email, text messaging, and student success platforms, including reminders, outreach messages, kudos communications, registration support messaging, and early alert follow-up.
• Maintain office databases, dashboards, records, and tracking systems with a high degree of accuracy.
• Monitor data entry and onboarding task completion to support accurate reporting and timely student follow-up.
• Provide administrative support for CARE referrals, student concern reporting, and retention case management processes.

Office Operations & Technology Support

• Support the daily operations of the Office of Student Success and Academic Services to ensure efficient workflow and service delivery.
• Manage credentialing, user access requests, permissions, and onboarding for office systems, shared drives, and technology resources.
• Assist with office technology setup and coordination including computers, printers, meeting technology, Teams, SharePoint, and Microsoft 365 tools.
• Monitor and maintain department website content, SharePoint pages, forms, templates, and digital resources to ensure information remains current and accurate.
• Coordinate with campus IT and other departments regarding system access, technical support needs, and issue resolution.

Front Office & Guest Services

• Serve as the first point of contact for students, families, faculty, staff, and visitors to the Office of Student Success and Academic Services.
• Greet guests in a professional, welcoming, and service-oriented manner.
• Respond to inquiries and connect individuals to appropriate staff, offices, or campus resources.
• Serve as a communication hub for office inquiries and student support needs.
• Maintain a professional front office environment.

Scheduling, Event & Onboarding Support

• Manage scheduling of appointments, conference rooms, and event spaces for the Associate Dean and office staff as needed.
• Plan and coordinate meetings involving on-campus and off-campus constituents.
• Provide logistical support for orientation, onboarding, workshops, student success programs, and special events.
• Assist with room reservations, materials preparation, registration, attendance tracking, signage, and day-of-event operations.
• Support New Student Orientation initiatives including Warrior Day, First Weekend, January Orientation, Convocation, and related transition programming.
• Support new student onboarding processes, including outreach to confirmed students regarding required tasks, deadlines, and orientation programming.
• Participate in onboarding meetings with campus partners to support successful matriculation of deposited students.

Financial & General Office Responsibilities

• Maintain office records and assist with monthly budget reports, expense reconciliation, and spending tracking.
• Manage office supplies, purchasing needs, and expenditures.
• Assist in documenting and monitoring annual office operational calendars, priorities, and workflow timelines.
• Supervise student workers or front desk assistants as assigned.
• Identify opportunities to improve office efficiency, customer service, and administrative processes.
• Perform other duties as assigned by the Associate Dean of Student Success and Academic Services.

What Are We Looking For? Education

• Associate's degree required.
• Bachelor's degree preferred.

Experience & Skills

• Minimum of two years of progressively responsible administrative support experience, preferably in higher education or a professional office environment.
• Experience supporting executive-level leaders, calendars, scheduling, and confidential communications preferred.
• Ability to navigate case management systems and generate data pulls based on multiple criteria or demonstrated ability to quickly learn new software systems.
• Strong proficiency with Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams, Forms, and SharePoint.
• Excellent written, verbal, and interpersonal communication skills.
• Strong proofreading, grammar, and professional writing ability.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Demonstrated professionalism, discretion, and ability to maintain confidentiality.
• Ability to think critically, exercise sound judgment, prioritize work, and manage multiple deadlines effectively.
• Strong customer service orientation and ability to work effectively with diverse populations.

What We Offer! Lycoming College has an excellent benefits package that includes:

Health & Wellness Benefits:

• Health insurance with a wide variety of health plan options available
• Dental insurance, including orthodontia coverage.
• Vision insurance
• Flexible spending accounts for medical expenses and dependent care expenses
• Life & accidental death and dismemberment insurance
• Long-term disability insurance
• Short-term disability insurance
• Cancer insurance
• Personal accident insurance
• Wellness program
• Employee assistance program

Retirement Benefits:

• 403(b) retirement plan with up to 8% contributions from the College

Tuition Benefits:

• Free tuition for employees, spouses, and eligible dependents at Lycoming College
• Free tuition for eligible dependents at over 600 colleges nationwide through Tuition Exchange, Inc.
• Free tuition for employees, spouses, and eligible dependents at the Pennsylvania College of Technology

Paid Leave Benefits:

• Generous paid time off (PTO)
• Paid Parental Leave
• 14 holidays per year
• Summer hours

Employee Perks:

• 15% discount at the campus bookstore, excluding textbooks and snacks.
• Reduced rates for meal packages for on-campus dining facilities.
• Use of the campus recreations center and gym facilities for employees.
• Use of the campus Library.

How Do I Join The Warrior Team? Please submit a cover letter