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Featured Employers
Company: Union College
Location: Schenectady, NY
Employment Type: Full Time
Date Posted: 09/04/2021
Expire Date: 10/04/2021
Job Categories: Administrative and Support Services, Education, Finance/Economics, Healthcare, Other, Human Resources, Information Technology, Insurance, Legal, Counseling, Collegiate Faculty, Staff, Administration, Research & Development
Job Description

Apply now Job no: 492921
Appointment Type: Staff Full-time
Department: Dean of Students
Categories: Staff
Position Grade: CSVII

Work Days: Monday-Friday
Shift Start/End Time: 8:30am-5:00pm
Hours Per Week: 37
Weeks Per Year: 52

Reporting directly to the Vice President for Student Affairs and Dean of Students the Special Assistant to the Vice President for Student Affairs and Dean of Students provides executive level administrative support and operational assistance to the Vice President, and the Student Affairs division.


  • Associates degree and a minimum of years of experience providing direct administrative or program support to executive level; Bachelor’s degree preferred.
  • Ability to maintain high levels of confidentiality.
  • Advanced proficiency with Microsoft Office applications, Google Apps (i.e. Gmail, Google Calendar and Google Docs), and Apple products.
  • Experience working in an office setting, including: managing complex calendars and scheduling/arranging meetings, events, and conferences.
  • Strong organizational, administrative, and interpersonal skills with the ability to work on multiple tasks and projects concurrently.
  • Demonstrated experience to complete tasks very quickly.
  • Ability to work independently as well as collaboratively as part of a larger team.
  • Ability to establish and maintain effective relationships with a wide variety of individuals, including faculty, students, trustees, alumni, staff, parents, vendors, and contractors.
  • Demonstrated experience engaging a diverse student body.


  • Maintain a daily schedule of appointments for the VP and Deans. Set up meetings (students, administrators, directors, and parents) and luncheons, etc. as deemed necessary.
  • Collaborate with the VP on the strategy of Student Affairs through budgets, agendas, meetings, reports, presentations, etc.
  • Assist the VP with all tasks related to the Board of Trustees.
  • Compile the Student Affairs board report.
  • Attend Board of Trustees Student Affairs Committee meetings, maintain and keep minutes.
  • Communicate with the finance department when there are questions about the Student Affair departments budgets.
  • Help and assist students and their families navigate within Union College with understanding of the documented procedures and policies.
  • Compile materials for the college legal counsel on issues such as; subpoenas that arise involving our students and/or the college, also assist in compliance issues and policies/regulation changes.
  • Responsible for student hiatus status in Datatel and notifying the appropriate departments (on a need-to-know basis) of all students’ withdrawals and returns from Union.
  • Ability to sign off on all purchases made by Directors if given explicit permission from the VP have IFAS access to Student Affairs.
  • Coordinate and work with Directors on communications to the VP and Deans.
  • Designated School Official (DSO) and Responsible Officer (RO), able to generate and sign I-20 documentation for our F1 students and 2019s for our J1 students.  Advise our international students when the Director is not available. DSO is required to have knowledge and understanding of the United States Immigration and Customs policies and regulations.
  • Responsible for typing letters including, but not limited to, Deans’ recommendations, forms and other necessary correspondence such as graduate and law school recommendations for seniors and as necessary for undergraduates.
  • Responsible for and maintains all undergraduate files and graduate files (per Union’s retention policy).
  • Supervise work study students.
  • Serve as an Informational Technology Liaison by coordinating with IT’S for the needs of the Dean of Student office; researching new programs/updates, and troubleshooting problems and working with ITS to determine/develop a solution.
  • Conduct webpage maintenance and update; coordinate, compile information, data, policy documentation and pictures as required.
  • Work with others in the department to update the All About U handbook and Student Handbook.
  • Collaborate and work closely with administrative assistants across the College.
  • Other related duties and projects as assigned.

We offer exceptional benefits including, but not limited to the following:

  • Generous Vacation, Sick and Personal Time
  • Winter Recess Break in Addition to Paid Holidays
  • Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
  • Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
  • Employee Scholarships toward Certifications, Seminars, Training and Professional Development
  • Pre and Post Tax participation in a 403(b) Retirement Plan
  • Salary Continuation Program in the event of Disability
  • Tuition Assistance Program for Employee, Spouse and/or Dependents

Note: All new hires of Union College are subject to a thorough education, work experience, criminal history background check and pre-employment physical where applicable.

Union College

Officially chartered in 1795, Union College is the fifth oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem solving requires breadth across humanities, arts, social sciences, science, and engineering.

Diversity at Union College

Union College is an equal opportunity employer and strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social and cultural opportunities to facilitate the integrated academic, social and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities that request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws, supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.

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