Administrative Assistant

Administrative Assistant

The Administrative Assistant within Residence Hall Operations in University Housing and Dining (UHD) is responsible for providing administrative support to the residence halls, students, and professional staff. This position is primarily student/customer-facing involving engagement and interaction with students, parents, guests, and university employees, in addition to serving as an administrative liaison to internal Facilities and Maintenance. Additional responsibilities include managing a front desk of a residence hall complex, participation in departmental committee operations, opening and closing of a residential complex, customer service, and may include additional tasks set by the Assistant Director for Residence Life or a Complex Coordinator.

Responsibilities include:

• Assist with the selection, training, and scheduling of Desk Assistants within a residential area of campus. Provide oversight for Desk Assistants within a residential area of campus, including, but not limited to, monitoring quality of desk operations, approving time records and adjusting staff assignments to meet the daily operational needs of the desks. Assist Complex Coordinators and other professional staff members with the successful management of the residence halls.
• Perform administrative functions at 24-hour front desks, including printing, filing, copying, supply maintenance, equipment management, and processing mail deliveries and distribution. Perform key control and oversee key audits at 24-hour front desks twice a week or as assigned. Manage and assess equipment inventory at 24-hour front desks within a residential area of campus and make recommendations for new equipment or removal of outdated equipment. Manage resource room spaces for all residence halls. All inventories occur in person but are tracked digitally.
• Provide customer service to students, parents, and other guests in the residence hall for 24-hour desks within a residential area of campus. Assigned desks within residential areas may vary based on business needs. Assist with resident check-in and check-out for long session and summer session. Promote a positive image of the residence halls, ensure a neat, professional, and welcoming appearance at the desks and lobbies of the residence halls within a residential area of campus.
• Respond to all incidents and security issues by following emergency procedure protocols. Monitor hall access systems, including, but not limited to, assisting with door access system tickets, troubleshooting and card access issues, and reporting on security camera system activity.
• Other duties as assigned, including but are not limited to, giving residence hall tours, substituting at the area office desk, and representing residence life on committees and task force initiatives. Input data and other information into a computer.

Required Qualifications

• High School Diploma or GED.
• At least 3 years of clerical experience with at least 1 year of experience at the Senior Office Assistant level.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Four or more years of experience at the Administrative Assistant level.
• Experience working in a university setting.
• Experience with housing management software, such as StarRez.
• Proficient using Microsoft Office.
• Experience in training staff.
• Experience receiving and/or distributing mail and packages.
• Ability to multi-task and analyze processes and policies.
• Attention to detail and persistence in following through with tasks.
• Ability to work collaboratively with professional staff across work groups to complete objectives.
• Demonstrate excellent interpersonal communication skills, both oral and written, and professional demeanor.

Salary Range

$41,600 + depending on qualifications

Working Conditions

• Flexible-paced, open-office work environment.
• Repetitive use of keyboard at a workstation.
• Use of manual dexterity.
• Climbing stairs.
• Lifting and moving.

Work Shift

• Monday Friday, 8:00AM 5:00PM. Hours and days may vary due to business needs.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest