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Administrative Assistant for the Center for Diversity and Inclusion

Apply now Job no: 494090
Categories: Staff
Department: Center for Diversity and Inclusion

New employees with a start date on or later than March 1, 2022 must be fully vaccinated when they first report to work at Davidson College. Please see the full new hire vaccination policy here.

The Administrative Assistant directly reports to the Assistant Dean of Students for Diversity and Inclusion and will serve as support to this role and Center for Diversity and Inclusion and the Division for Student Life. This position helps to create a welcoming,  professional environment for Davidson College students across a variety of identities while also performing a wide variety of complex and responsible duties to support departmental program and professional staff positions. This is a 10-month position (no work scheduled mid-May to mid-July). This is also NOT a remote position. Candidates for this position must work in-person and on-campus.

Program and Event Logistics  (30%)

  • Create a welcoming, inclusive environment in the Center of Diversity and Inclusion’s main office. Serve as the initial department’s contact (in person, on the phone, and by email) for a range of students, prospective students and parents, alumni, faculty, staff, and visitors from the community. Screen visitors to assess needs, and then provide information about resources or, if necessary, referral to appropriate staff. Assure discreet handling of all business. 

  • Coordinate logistics for the Center’s events and programs such as New Student Orientation, Wildcat Weekend alumni/family events, Queer and Trans Visibility Week, First Generation Student Week, Identity-month collaborations, recognition ceremonies and service-learning projects. This will include room reservations, catering with attention to dietary needs, communicating room  set-up/breakdown with facilities staff, tracking attendee RSVPS, requesting audio/visual needs, ordering supplies, etc. 

  • Administer a range of  management functions to provide support for the Center for Diversity & Inclusion staff and programming (e.g., correspondence with guest speakers, travel and accommodation arrangements, motor pool/transportation for off-campus events, researching vendors, etc.)

  • Set up for and break down of the Center’s events that take place on campus during regular work hours. This includes aspects such as signage, catering, seating and/or management of technology. Occasionally staff events during business hours such as tabling at events, greeting visitors, etc. 

Center Operations (30%)

  • Process all financial transactions for programs implemented by the Center for Diversity and Inclusion. Maintain financial records and generate detailed financial reports for a wide range of institutional, endowment and grant budgets managed by the department. Ensure that financial regulations are followed when processing payments to speakers, businesses, and other service providers, as well as reimbursements to students, faculty, or staff.

  • Serve as the primary administrative manager for room reservation requests for the Center’s multiple spaces on the Event Management System. This includes being in communication with resquestors about availability, departmental policies and maintenance needs.

  • Stock and maintain inventory of office resources  including office supplies, refreshments, paper products, and equipment for the department's three community spaces. This also includes regular walk-throughs of spaces to assess cleanliness and maintenance.

Outreach, Communication & Resources (20%)

  • Design and distribute creative, high-quality advertisements and publicity for the Center’s resources. This will include print and digital materials,  bulletin boards, posters, brochures, and mailings. Assist Center staff  with distribution of materials on campus bulletin boards, social media and email.

  • Develop and manage social media and technology platforms for the Center by providing frequent updates on events and resources. This will require a regular presence/posting of content as well as engaging with audience comments and questions.

  • Maintain and develop the collection of books, brochures, and other resources available in the Center for Diversity and Inclusion.  Periodically contact local community partners and businesses to maintain updated information of diversity and inclusion resources for students.

  • Track campus community engagement and space usage with the Center’s multiple spaces.

  • Coordinate updates to the Center’s website and when necessary create new pages and forms.

Administrative Support and Project Management  (20%)

  • Provide administrative support for the Assistant Dean of Students for Diversity and Inclusion by calendar management, budget management, preparing materials, etc. 

  • Offer project management support on strategic priority projects. This may include scheduling individual and committee meetings, compiling data and drafting reports, researching information, preparing meeting and presentation materials, etc.

  • Provide administrative support and event management for division of Student Life professional development in-person and virtual opportunities. This may include room reservations, catering, advertising events to the divisions, surveying attendees for feedback, preparing and distributing handouts or coordinating campus visits for guest speakers. 

Minimum Qualifications 

  • High school diploma or GED.

  • At least 2 years of experience working in an office environment.

  • Strong written and verbal communication skills.

  • Experience using, developing and managing social networking media (e.g. Instagram, Canva, etc.)  websites and the Microsoft Suite is strongly desired.

Preferred Qualifications 

  • Bachelor’s degree

  • At least 2 years of experience working in a higher education context

  • Experience working college students from historically underrepresented populations (students of color, first-generation, international students, LGBTQ students, undocumented, etc.).

At Davidson College, we believe the college grows stronger by recruiting and retaining a diverse faculty and staff committed to building an inclusive community.  In order to achieve and sustain educational excellence, we seek to hire talented faculty and staff across the intersections of diverse races, ethnicities, religions, sexual orientations, gender identities, ages, socio-economic backgrounds, political perspectives, abilities, cultures, and national origins.

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