Residential Administrative Services Specialist - Temporary

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The Department of Student Affairs is currently seeking a temporary Residential Administrative Services Specialist to work in the Coral Gables campus.

CORE JOB SUMMARY
The Residential Administrative Services Specialist provides general administrative and clerical support to ensure the smooth operation and functioning of the residential offices. The Residential Administrative Services Specialist supports the department through oversight of area desk scheduling, payroll, and inventory management, and completes special projects assigned by leadership. The incumbent serves as a knowledgeable resource to support residential life staff with respect to product and contract information, including addressing issues with delivery and/or services.

CORE JOB FUNCTIONS
1. Reviews and negotiates quotes with vendors and suppliers. Organizes and confirms the delivery of goods and services.
2. Oversees inventory of departmental programmatic supplies and maintains appropriate inventory levels.
3. Assists with marketing and passive engagement initiatives within the residential area lobbies and assists in the logistics of departmental wide events. Inputs reservation requests related to programmatic events.
4. Researches and onboards new suppliers to meet the needs of residential area staff. Maintains suppliers list, ensuring all vendors have active certifications and insurances.
5. Serves as a liaison between residential areas and various University offices, including, but not limited to Housing Central Office, Purchasing, Accounts Payable, and external vendors.
6. Monitors work shift requirements for Desk Assistants and coordinates shift coverage, including breaks and holidays.
7. Manages payroll processes in accordance with university timelines and procedures.
8. Maintains office equipment, resource/information dispensers, and building resources. Maintains all forms and supplies required for the daily operation of the area desks.
9. Oversees temporary card access including processes related to distribution, billing, and inventory.
10. Participates in review of Desk Assistants applicants and supports training needs.
11. Conducts regular resource audit and maintains accurate inventories.
12. Provides oversight to lost and found at all residential area desks.
13. Communicates regularly with area desks to ensure consistent customer service and response.
14. Adheres to University and unit-level policies and procedures and safeguards University assets.

DEPARTMENT SPECIFIC JOB SUMMARY

Supervised by Associate Director of Residential Life, the residential administrative services specialist provides assistance for students residing in the University Village over the summer. Duties include but are not limited to, mail and desk operations, crisis response, and community engagement. The specialist will also provide support to front desk operations in the Central Housing office. This position is a live-on position. 

Primary Responsibilities:

• Serve as the primary liaison and point of contact for students living at University Village

• Manage package logs and mail distribution for the students at University Village

• Conduct daily community tours • Work the University Village front desk as scheduled each week

• Provide initial in-person response to duty calls placed during the hours in which the incumbent is at work, responsibilities includes responding to emergencies, health and wellness concerns, performing lockouts and student conduct incidents

• Assist during severe weather or campus wide emergencies

• Lead the transition of the Senior Desk Assistant (SDA) position, including structured knowledge transfer, process training, and coordinated shadowing with front desk student staff to ensure readiness for peak Scheduling periods (application, room selection, and waitlist cycles)

• Curate and organize a structured knowledge base including common questions, process explanations, and scenario based guidance to support future development of an AI driven ChatBot and enhance self service resources for students and staff

• Assist in developing and delivering training presentations, resources, and programs for student staff working over the