Senior Administrative Assist

Position Title:

Senior Administrative Assist

Position Type:

Regular

Hiring Range:

$25.31-$28.50

Pay Frequency:

Hourly

Position Purpose

The Administrative Associate (AA) is a full-time, 12-month, non-exempt position responsible for all aspects of daily operations of the front desk for the Housing, Conference Services, and Residence Life suite. The AA serves as the first point of contact for walk-in customers and incoming calls. Specific responsibilities include answering phones, speaking with customers, troubleshooting initial inquiries, and assisting staff in the suite as needed. May be given projects from various housing areas, including assignments and billing. The AA will give direction to student staff, who will troubleshoot ACCESS card/mobile credential issues, as well as assist with general building operations questions. The AA supports the housing business services area with various administrative tasks, and will need to be fully informed regarding all assignment policies in order to troubleshoot issues as they arise, and supports all Housing staff with clerical jobs as well as scheduling, as needed. The AA reports to the Assistant Director, Housing Billing and Finance.

Essential Duties and Responsibilities:

Management of Front Desk:

●               Manage daily operations of office, Monday through Friday from 8am - 5pm (may include occasional coverage on weekends due to opening, closing and or special events)

●               First point of contact for all walk-ins and phone calls, and is located at the front desk at all times

●               Create and train students on front desk protocols, maintaining a warm, welcoming, professional, and effective work environment

●               Supervise front desk staff, setting overall tone and expectations for office management

●               Management of Housing and Conference Services master calendar, including updating on an annual basis

●               Screen, forward and answer calls, respond to voicemails and emails, answering questions as appropriate

●               Compile data and trends of questions and concerns coming into the office to improve processes and communication of operations

●               Assist with access card and lockout issues as needed, in addition to providing updated training to all student staff so that they are informed with the most up to date changes

●               Communicate information regarding all housing processes, timelines and procedures to appropriate constituents

●               Other duties as needed

First point of contact for:

●               Current Students - provides support and information around housing timelines, processes and overall questions. Provides direction and support for students in the housing application process and on campus living experience.

●               Parents - Provides general information to parents regarding overall housing processes while maintaining confidentiality and FERPA

●               Staff - Provides general housing information to staff a needed, while maintaining confidentiality and FERPA

●               Faculty- Provides general housing information to faculty as needed, while maintaining confidentiality and FERPA

Administrative Duties:

●               Manage the process calendar for Housing and Conference Services, as well as the campus partner process calendar

●               Assists with responding to and delegating all general housing email inbox communication, including making sure that any pressing issues are addressed by the appropriate team member

●               Assist with management of chat bot communication, and schedule student staff to cover needs

●               Review and assist in maintaining all housing documents including communication, website management and flyers, to ensure accuracy

●               Compile data on trends and concerns to assist in the improvement of communication and delivery of housing processes and procedures

●               Coordinate meetings for the housing and conference services team

●               Create agendas for staff meetings and ensure all notes are up to date

●               Assist all central housing staff with projects as needed

●               Organize and ensure the front desk stays clean and presentable

●               Order and maintain office supplies for front desk and housing and conference services staff members

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