Administrative AIde

Department: Residential Living

Summary

The main duties of the Administrative Aide (AA) are to ensure a superior customer service experience by assisting in the management of the Residential Living office suite, ensuring the delivery of accurate communications and excellent customer service to all stakeholders via email, phone call, or in-person contacts in the department. The AA is a champion of customer service and office management, ensuring that the front office area provides a positive, welcoming environment that matches the brand of Residential Living, is efficient in its operations, and is committed to providing all stakeholders the support they need. They orchestrate the collective communications and operations of the Residential Living experience and develop a mastery knowledge of the operation so they can be a front-line resource ensuring all stakeholders have the support (or referrals) as needed. They will serve as a collaborative spirit, supporting the partners of the Residential Living team (Housing, Residence Education, Residential Facilities, Dining) in their communication efforts and developing an understanding of the operation so they can make referrals to customers as needed. It is critical they are a collaborative partner with the Marketing and Communication Manager to ensure their communications are in sync with the messaging within Residential Living. 

Responsibilities 

Essential Duties & Responsibilities* (other duties may be assigned) Office Managerial Tasks
1. Coordinate and manage the day-to-day logistics of the main office, ensuring smooth and efficient operations that promote an inclusive atmosphere.
2. Provide excellent customer service and show empathy to the needs of all students, staff, and guests who visit, email, or call.
3. Maintain a comprehensive understanding of the operations within the total Residential Living experience to provide support and make referrals as needed.
4. Maintain the appearance of the office suite ensuring it reflects the inclusive brand of Residential Living, well organized and welcoming of all visitors.
5. Provide a variety of administrative functions for all Residential Living staff that will vary throughout the year.
6. Supervise, train, and schedule student staff in facilitating office suite operations ensuring excellent customer service.
7. Order, maintain, and replenish department office supplies as needed and manage inventory to ensure sufficient stock numbers.
8. Oversee the routine maintenance, upkeep, and servicing of department office equipment (copy machines, printers, computers, etc), including the minivan, ensuring they stay in good working order.
9. Organize and manage sensitive departmental documentation, including student files, ensuring FERPA compliance and the necessary standards of confidentiality.
10. Manage, maintain, and organize the schedules for office staff, residence hall reservable spaces, dining hall table reservations, and time off calendars, by scheduling appointments, coordinating logistics, and arranging virtual meetings (Zoom, Google Meet) as needed
11. Serve as the liaison with Central Receiving for the coordination and pickup of all departmental mail and packages and ensure distribution occurs daily
12. Manage the Housing department’s email account, providing accurate information to stakeholders, ensuring excellent customer care in all communications, and referring individuals to the correct resources to get the support they need.
Marketing and Communication responsibilities
13. Collaborate with the Marketing and Communications manager (MCM) on the creation of accurate mass email communications, ensuring the message matches the intended tone of the Residential Living brand and utilize communication software to send emails as needed
14. Create and publish social media and digital display content in alignment with current branding standards outlined by the MCM as needed
15. Collaborate with the MCM to provide messaging that is in alignment with Residential Living’s identity and standards
16. Assist the MCM in the leadership of the student staff in the creative suite as needed
Administrative Tasks
17. Assist the Sr. Administrative Aide (and coordinate with the Business Support Center) as needed and apply support for financial transactions, payroll, reallocations, inter-account billing, budget transfers, invoicing, and check requests as approved and directed by supervisor(s).
18. Maintain working knowledge and compliance with federal and state regulations such as FERPA, Clery Act, VAWA, and HEOA regarding the release of information, data tracking, and report generation.
19. Provide additional support for Housing functions, as needed. Evening and weekend hours for this position may be required dur