Administrative Assistant

Job Responsibilities

Reporting to the Director of Student Affairs Operations and the Assistant Dean of Students/Director of Residence Education, the Administrative Assistant provides administrative and program support for the functional areas of Student Affairs operations and Residence Life.

• Serves as office receptionist for telephone contact and walk-in visitors.
• Manages office supplies and related budget.
• Maintains office equipment.
• Files and distributes mail.
• Corresponds with campus departments regarding residence hall facilities issues.
• Coordinates and tracks card access for card access permissions.
• Processes travel authorizations and travel reimbursements.
• Manages procurement card reconciliation and serves as procurement card liaison.
• Creates stand-alone and blanket purchase orders.
• Manages the Courtyard housing application processing, payments and deposits.
• Hires, onboards, trains, schedules and supervises student office staff.
• Collaborates with other department staff to reconcile monthly dining services invoices and processes Dining Services payments.
• Processes payroll for student employees.
• Processes housing exemption requests, processes room swaps and change requests, and processes housing contract cancellations and applies fees to student accounts.
• Monitors meal plan change requests and processes changes within the workflow.
• Assists with summer school applications.
• Monitors housing contract co-signature logs.

Minimum and Additional Requirements

• Bachelor's degree; Associate's degree and two years of administrative experience; or a high school diploma and four years of administrative experience.
• Knowledge of office management practices and procedures.
• Knowledge of grammatical rules, language usage and spelling.
• Exceptional organizational and oral and written communication skills.
• Ability to collect, compile, assemble and analyze numerical data in a clear and concise manner.
• Ability and willingness to provide exceptional customer service to students, parents, peers and other constituents.
• Ability to perform a variety of tasks simultaneously and work effectively and independently on a variety of concurrent tasks.
• Ability to solve problems and seek additional information when needed to perform duties. Ability to work a flexible schedule.
• Ability to establish and maintain effective interpersonal relationships with diverse faculty, staff, students, and the public.

Preferred Qualifications

Proficiency with Microsoft Office Suite, especially Microsoft Word, Excel and Outlook, and familiarity with housing management or other database software systems.

Additional Comments

Telecommuting: Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.