Student Life Administrative Assistant

About the role

The Student Life Administrative Assistant supports the daily functions of the Office of Undergraduate Student Life, including reception, office management, budgetary allocations, financial transactions, compliance, and event support. This position reports to the Assistant Dean of Students & Director of Student Life and collaborates with staff on financial and general office administration.

Responsibilities

• Greet students, faculty, staff, and visitors; address questions and refer to appropriate personnel
• Answer the Student Life main phone line and respond to general inquiries via email
• Provide administrative support for student organizations, including mailing, receipt of mail/packages, purchases, and supplies
• Manage and process daily purchasing card transactions and purchase orders for approximately 120 student organizations and Student Life personnel in collaboration with a part-time financial assistant
• Prepare timely payments (disbursement vouchers, reimbursements, purchase requisitions) for the office and student organizations
• Monitor and manage contract and insurance processes, ensuring compliance and organizing related documentation
• Administer financial advisement and process expenditures for Student Activity Fees (approximately $1.5 million annually) for programming and capital purchases
• Communicate with organization leaders and staff regarding purchasing card expenses, deadlines, and approved budgetary expenses
• Collaborate with the Student Government Association vice-president of finance to track student organization budgets
• Ensure compliance with financial policies and procedures for student organizations
• Meet regularly with student organization treasurers to provide advisement on expenditures, develop trainings, and review budget allocations
• Use Stevens’ electronic financial systems and Concur to prepare purchase orders, contact vendors, and maintain accurate records
• Hire, train, and supervise student employees for front desk operations, financial processes, and event support
• Hire, train, and supervise student employees for the University Complex Center Game Room
• Lead the hiring process for the Attila Student Mascot, oversee internal billing for campus appearances, and ensure proper care and maintenance of mascot costumes and equipment
• Support large-scale university events including Pre-Orientation, Orientation, Move-in, Family Weekend, Founders’ Day Ball, Tech Fest, Commencement, and others as needed

Required Qualifications

• Prior administrative support experience, particularly in budget management and reconciliation
• High School diploma required; Associate’s or Bachelor’s degree preferred
• Professional verbal and written communication skills
• Ability to interact professionally with all members of the Stevens community and visitors
• Detail-oriented, organized, and capable of managing multiple tasks simultaneously
• Strong interpersonal skills with the ability to handle challenging situations diplomatically and maintain a customer service orientation
• Proficiency in Microsoft Word, Excel, PowerPoint, Google Docs, and willingness to learn new technologies

Knowledge and Skills

• Knowledge of Concur and Kuali systems is helpful
• Knowledge of higher education is a plus

Pay

The annual base salary range for this position is $41,400.00 – $55,200.00. Stevens determines compensation based on position scope, candidate experience, education, skills, internal equity, market data, and organizational considerations. The final salary will be set considering departmental budget, qualifications, and relevant credentials. This range represents base pay only and excludes additional forms of compensation such as incentives or stipends.