Administrative Assistant in Residential Life

Position Overview

The Administrative Assistant for Residential Life provides administrative leadership and support for the Residential Life department; specifically the Director, Associate Director, Assistant Director, and Area Director staff. This position is a member of the central office staff and serves in a crucial customer service role while supporting the projects and processes of the office. The Administrative Assistant will be self-motivated, organized, able to work independently, and communicate clearly and effectively. The Administrative Assistant must be capable of managing multiple tasks accurately and efficiently while representing the College in a courteous, professional, and friendly manner. This is a full-time (1.0 FTE) year-round position, which may include some evenings and weekends.

Essential Job Functions

• Provide primary office coverage and thorough customer service to students, staff, families, visitors, etc, in all communication, including phone, electronic, and in person.
• Maintain office inventory including office and programming supplies in accordance with College purchasing policies and sustainability practices.
• Serve as a secondary supervisor for student office staff.
• Maintain administrative databases and listservs for occupancy during the academic year and during break housing periods.
• Provide administrative support for Residential Life and its professional staff, including scheduling appointments/meetings, maintaining paper and electronic office files, and supporting projects.
• Assist with the coordination of Winter, Spring, and Summer break housing, including drafting applications, maintaining mailing and communication, and ensuring accurate record keeping.
• Utilize data to create reports and identify trends, including programming, room authorization, occupancy reports, etc.
• Prepare, organize, revise, and draft correspondence, written reports, and letters utilizing Google Suite (Drive, documents, slides, sheets, etc).
• Carefully coordinate file sharing systems for all electronic documents, spreadsheets, and calendars.
• Support Residential Life WordPress website maintenance.
• Maintain financial processes to support program operations such as spending ledgers, departmental purchasing card reconciliation, reimbursements, and payment for vendors and payees.
• Track and manage the Purchasing card program for Resident Assistants, including creating and maintaining a check-out / check-in system and follow-up reconciliation.
• Manage residential key inventory including assignments, auditing, recourses, and record keeping.
• Manage the student storage program including scheduling appointments and staffing needs, auditing multiple facilities, and managing storage sticker ordering and distribution.
• Coordinate fire drills, fire safety inspections, and other safety-related issues for residential areas.
• Maintain open communication with departments within the Division of Student Life regarding departmental information and directives.
• Update and maintain departmental websites as needed, including creation of Gravity and Google Forms and updating page information, links, images, and documents, etc.
• Work with the facilities and custodial offices to ensure building concerns throughout all residential areas on campus are addressed in a timely manner.
• Work with the US Census Bureau to assist with communication to students and record reconciliation as required by law.
• Serve on college and divisional working groups and committees as appropriate.

Required Qualifications

• Minimum: high school degree with 3 to 4 years of related experience.
• Excellent oral communications, writing skills, organizational skills, and a high degree of word processing and computer knowledge required (Microsoft Suite including Excel, Google Suite, etc).
• Ability to work in a dynamic and multicultural community.
• Proficiency in managing multiple priorities, details, and responsibilities, and confidential and sensitive material.