Ally Center Department Assistant

Job Summary: This position exists to provide general administrative support, organizational and appointment scheduling assistance, for the Ally Center, which offers various academic services for on-campus and online students. This is a front desk position.

Personal Qualities:

• Self-awareness of personal strengths and limitations
• The desires to grow, develop, and mature, both spiritually and professionally.
• The ability to create and maintain a Christian professional atmosphere in all internal and external relationships.
• A spirit of cooperation and willingness to serve as a team.

A professional appearance.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer.

Education and Experience:

• Minimum of an associate’s degree with two years of relevant work experience or a bachelor’s degree.
• Administrative support experience in academic/higher education setting preferred.

Academic tutoring experience a plus.

Duties/Responsibilities:

• Maintain an orderly and welcoming reception area.
• Maintain confidentiality of student records (withholding rules/regulations of FERPA).
• Communicate with students regularly regarding appointments, scheduling reminders, and answering questions.
• Monitor on-campus students in the main area of the Ally Center during regular business hours.
• Answer the AMS, WS and ASO (if ASC coordinator isn’t available) phones, take messages and/or refer calls to the appropriate individual(s).
• Greet visitors and answer general questions; refer detailed inquiries to other staff as needed.
• Work directly with students, professors and proctors to manage administration of exams, including the proctoring of exams and quizzes.
• Assist the ASO with coordination of notetaking accommodations.
• Ensure that important info is added to Master Accommodations tracking sheet for ASO record keeping.
• Electronically schedule tests, student appointments and study hours using the Center’s customized on-line data-tracking/scheduling system: TracCloud.
• Walk students through sign in/out procedure for registering Ally Center visits in the TracCloud program.
• Support the AMS Coordinator with TracCloud maintenance tasks.
• Support the Writing Services Coordinator with new student placement tests procedures and score reporting.
• Manage Anthology groups for AMS and ASO and help with file updating and changeover.
• Assist in monitoring at-risk and probationary student populations
• Monitor service coverage and identify scheduling gaps
• Support student email campaigns (e.g., Constant Contact)
• Conduct basic student outreach (reminders, follow-ups, engagement prompts)
• Coordinate logistics for workshops and webinars (attendance tracking)
• Assist in the maintenance and ordering of office supplies: printer paper, copier ink, pens, pencils, and any other necessary supplies, and track on the Ally Center budget tracking sheet.
• Assist in building reports for the Ally Center Director and Associate Director as needed.
• Assist Ally Center Director and Associate Director with hiring procedures and onboarding as requested.
• Maintain SharePoint and all outward facing documents resources as up to date as possible; ensure accuracy of Ally-related Formstacks and publications and coordinate updates with the team.
• Support the Assistant Provost in writing dismissal and appeal decision letters.

Assist in other duties when called upon as needed for the good and welfare of the total College ministry.

Required Skills/Abilities:

• Competent in interpersonal/relational skills
• Competent communicator with strong verbal and written skills
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.