Sr. Adminstrative Coordinator

We are seeking a Sr. Administrative Coordinator who must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to multi-task, prioritize, and be proactive. The Senior Administrative Coordinator will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. A valued member of the On-Campus Living team, the Senior. Administrative Coordinator will play a key role in the coordination of annual departmental processes, programs, and events that enhance residential life on campus and enhance housing operations.

Specific Duties & Responsibilities

• Serve as the first point of contact for visitors, students, staff, faculty, and parents/families.
• Triage and provide appropriate referrals for On-Campus Living issues.
• Receive and respond to all incoming calls and visits at the Wolman On-Campus Living suite.
• Provide administrative support to the Executive Director of On-Campus Living and the On-Campus Living team as needed.
• Streamline, organize, and maintain all On-Campus Living policies, protocols, and procedures.
• Stay current with all processes and procedures of On-Campus Living and other related departments to field inquiries and address parent/family and student inquiries.
• Coordinate complex meetings, prepare and distribute meeting materials and agendas. Organize supporting materials for meetings. Take meeting minutes as requested.
• Plan, write, edit, and manage the distribution of letters, memoranda, and other communications utilizing Microsoft Office Suite.
• Serve as a resource and representative of On-Campus Living at university-sponsored events and on department, division, or university committees.
• Ensure the office operates with sustainable practices in mind per the recommendations of the Homewood Recycling and Office of Sustainability.

Human Resources and Fiscal Management

• Responsible for assisting the Executive Director with the oversight and reconciliation of the general operating budget, including but not limited to invoice tracking, payments, handling transactions with external vendors, and tracking and resolving budget discrepancies.
• Track and reconcile Procurement Card expenses for On-Campus Living staff by allocating expenses against budgets and reviewing and researching receipt documentation. Also track and reconcile petty cash funds, reviewing hundreds of receipts a month to determine eligibility for reimbursement, and other processes deemed relevant.
• Keep meticulous, filed, documentation around receipts, petty cash, J-Card usage, payout, travel, and reimbursements for reference and auditing purposes.
• Responsible for advising the On-Campus Living staff in responsible management of their allocated budgets.
• Assist with creating and facilitating budget management and administrative task training for the Resident Advisors at various times of year (August training, mid-year hires, January training, etc.).
• Partner with the J-Card Services office to facilitate the J-Card Purchasing Card program in On-Campus Living, ensuring all usage receipts are cross-checked and managed appropriately.
• Manage timesheets, process weekly student payroll in SAP, process new hire ISRs and employment records for Office Assistants and Resident Advisors, maintain their personnel and payroll files.
• Review and prepare travel arrangements, travel advances, and reimbursements for On-Campus Living staff and prospective job candidates.
• Manage confidential Human Resources information for the department including student payroll, work-related travel, and personnel records.
• Maintain office equipment leases and prepare purchase requests for office supplies.

Publications, Social Media, and Website Maintenance

• Update all rosters, student employment forms, and publications to reflect the current professional and student staff.
• Utilize knowledge of website design, including interactive web features, video, audio, and flash components to bring the On-Campus Living website in line with University communication standards and themes.
• Provide backup support to website editing and ensure all posted information is current and accurate and that all links function properly.
• Remain current with web-based technologies, and university systems, and make suggestions and improvements based on researched best practices.
• Produce highly polished marketing materials, including but not limited to flyers, banners, calendars, and brochures utilizing design software (i.e. Photoshop, Illustrator, Publisher, Photoshop, and/or other similar software packages).
• Coordinate the ordering of marketing and promotion