Administrative Assistant in Residential Life

Job Title: Administrative Assistant in Residential Life
Department: Residential life
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 1.0

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.

Compensation:

The expected starting hourly range for this position is between $21.85 and $23.05. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Essential Job Functions/Responsibilities: 

Office Administration

• 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 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, creating systems, and supporting projects.
• Support initiatives related to staff and student staff transitions (e.g., onboarding, training, travel arrangements, logistics, record keeping, fingerprinting, etc).
• 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.)
• Coordinate file sharing systems for all electronic documents, spreadsheets, and calendars.  

Project Oversight

• 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, records, and record keeping.
• Manage the student storage program including scheduling appointments and staffing needs, auditing multiple facilities, and managing storage sticker ordering and distribution.
• Oversee residential space reservations including communication, access needs, and overall process and policy management.
• Coordinate fire drills, fire safety inspections, and other safety related issues for residential areas.

Collaborative Communication

• 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 work