Administrative Assistant, Student Services & Operations

Distance Education DivisionReports To: Director of Student Services & Operations, Distance Education Division Classification: Part-Time (with potential to transition to Full-Time Assistant Director of Student Services) Updated: January 2026 Position Overview The Administrative Assistant, Student Services & Operations, Distance Education Division, provides high-level administrative, operational, and student-services support to the Director of Student Services & Operations.This role is essential to the effective functioning of the Distance Education Division and contributes directly to student success, operational efficiency, and institutional compliance within an online and hybrid learning environment.The Administrative Assistant serves as a key point of coordination between students, faculty, administrators, and external partners.The position requires a strong understanding of higher education processes, online learning modalities, and student services operations.This role is designed as a growth position, with the potential to transition into a full-time Assistant Director of Student Services, Distance Education Division , based on performance, institutional needs, and demonstrated leadership capacity. Key ResponsibilitiesAdministrative & Operational Support Provide direct administrative support to the Director of Student Services & Operations, including potential student outreach (telemarketing) , correspondence, & documentation. Assist in organizing and maintaining division records, student files, policies, and procedures in compliance with institutional and regulatory standards. Coordinate logistics for meetings, orientations, trainings, and special initiatives related to distance education and student services. Track action items and follow up to ensure timely completion of assigned tasks and initiatives. Student Services Coordination Serve as an initial point of contact for prospective and current distance education students, providing accurate information regarding enrollment processes, policies, and available support services. Assist with student services operations including application processing, admissions coordination, registration support, orientation preparation, retention activities, and referral to appropriate campus resources. Support the delivery of student services tailored specifically to online learners, with awareness of the unique needs of asynchronous and synchronous instructional models. Monitor student inquiries and service requests to ensure timely, professional, and student-centered responses. Distance Education & Technology Support Utilize learning management systems (LMS) and related digital platforms to assist with student communication, data tracking, and reporting. Support coordination efforts with IT and instructional support teams to ensure smooth execution of online student services and communications. Maintain proficiency in digital tools and platforms commonly used in higher education, including Microsoft Office Suite, LMS platforms, and student information systems (e.g., Diamond or equivalent). Communication & Organizational Effectiveness Serve as a liaison between the Director, faculty, staff, students, and institutional offices to ensure clear and consistent communication. Support division initiatives related to organizational effectiveness, process improvement, and service quality. Assist in data collection and basic reporting related to student services, enrollment activity, and operational outcomes. Professional Growth & Leadership Development Participate in training and professional development activities related to higher education administration, distance education, and student services. Demonstrate initiative, professionalism, and leadership potential in preparation for possible advancement to Assistant Director of Student Services. Perform other related duties as assigned in support of the mission, values, and strategic goals of the institution and the Distance Education Division. QualificationsEducational Background Bachelor's degree preferred.Associate degree required. Prior experience as an online or hybrid learner is highly desirable. Experience Experience working in an academic or higher education setting, preferably in student services, academic administration, or distance education. Demonstrated understanding of higher education policies, procedures, and student support functions. Familiarity with online learning environments, including the differences between synchronous and asynchronous instruction. Skills & Competencies Strong computer and digital literacy, with the ability to quickly learn new systems and technologies.A computer/digital literacy assessment will be conducted during hiring process. Excellent written and verbal communication