Administrative Assistant in Residential Life

Administrative Assistant for the Residential Life Office

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.

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 office 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, 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.
• Support Residential Life WordPress website maintenance

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, recores, 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 working groups and committees as appropriate.

This job description is not intended to be all inclusive. This position may perform other related duties to meet the ongoing needs of the organization, such as working groups or committee assignments.

Required Qualifications

• Minimum: high school degree with 3 to 4 years of related experience.
• Excellent oral communications, writing skills, organizational skills, and a high degree of word processing and computer knowledge required (Microsoft Suite including Excel, Google Suite, etc).
• Ability to work in a dynamic and multicultural community.
• Proficiency in managing multiple priorities, details, and responsibilities, and confidential and sensitive material.

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 25 annual leave days, 8 paid holidays, and extra days at the end of the calendar year to make a continuous week off before New Year's. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.