Mount St. Joseph University Looking for Administrative Assistant for Residence Life and Housing (56539) Full Time

Education Level: High School

Travel Percentage: None

Job Shift: Day

Job Category: Admin – Clerical

Description

Purpose:

To provide administrative support services to the Director of Residence Life for functions related to Residence Life including room housing assignments, billing, and housing software database administration, in addition to other tasks and programs of the Office of Residence Life and Division of Student Affairs. This position requires initiative, professionalism, and high levels of integrity and confidentiality. This person is responsible for handling sensitive material as it relates to students. It requires an employee who can make independent decisions when necessary and work without close supervision.

Duties:

• Efficient and sensitive handling of all office tasks as they relate to Residence Life and the responsibilities of the Director of Residence Life and backup support as necessary for the Dean of Students.
• Serve as a database administrator for the housing assignment and residence life management platform
• Serve as the primary contact and liaison for all constituents regarding housing assignments, billing, and residence hall occupancy management.
• Process student housing contracts, assign students, assess charges for student room and meal plan
• Assist with tasks related to residence hall staff selection, training, supervision, and evaluation
• Assist with documentation of residence life applications, room assignments, board plan, and coordination of appropriate billing
• Coordinate activities, meetings, and processes related to dismissal or withdrawal from the residence hall
• Participate in orientation programs and move in days as appropriate
• Coordinate housing needs for overnight visits for prospective students
• Provide administrative support to residence hall programming initiatives
• Provide administrative and budget support for The Office of Residence Life, including creating purchase orders, reconciling receipts
• Work closely with the Department of Buildings & Grounds on mechanical and custodial issues related to the residence hall
• Work closely with Campus Police on issues related to the residence hall
• Participate in meetings, record and maintain minutes, and schedule appropriate discussion action and follow-up.
• Refine and maintain processes and forms useful to Residence Life. Assist the Director of Residence Life in the compilation of data and preparation of annual and other reports.
• Assemble materials for distribution at the beginning of each semester and throughout the year, as needed.
• Assist with preparing and drafting residence life policy changes to submit as revisions for Employee & Student Handbooks and catalog as appropriate.
• Routine office functions word processing, ordering and maintaining office supplies, sort and open mail, purchase orders through the Web, and copier maintenance.
• Author/Edit correspondence to various college constituencies, as well as those outside the college community, including sending out all communications that relate to housing operations.
• Continually update and maintain the procedure handbook for the Office of Residence Life.
• Keep filing up-to-date and archiving necessary documents. Assist in managing the Residence Life email address and communication of information regarding residence life.
• Share administrative support and backup as appropriate for other departments within Student Affairs and related areas.
• Contribute to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the department; helping others accomplish related job results when needed.

Primary Contacts:

Dean of Students, Assistant Dean of Students; Residence Hall staff; students and parents, Admission, other Division professional and administrative support staff; Buildings & Grounds, Campus Police, and other members of the University community.

Supervision Exercised:

Student staff for coordination of correspondence, packets, or other projects

Supervision Received:

Works toward a previously defined objective with some supervision and uses a wide range of procedures to accomplish goals, and plans, and arranges own work referring unusual problems to the Director of Residence Life.

Qualifications

Education:

High school diploma required; minimum of Bachelors degree preferred

Experience:

Experience in an office setting, prefer experience working in a university housing office and working with housing assignments at the collegiate level.

Prefer experience working with a housing assignment and management platform (eRezlife, RMS, StarRez, Adirondack, ETC,) A demonstrated ability and commitment to diversity, equity, and inclusion.

Skills, Attributes

Customer Service:

• Exhibit a “student/customer first” and faculty/staff customer first orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
• Adapt willingly and quickly to changing priorities, responsibilities, and student-parent-faculty-staff customer needs and expectations; anticipate and identify student-parent-faculty-staff customer needs

Teamwork:

• Collaborate well with others and help make the Student Affairs Division a cohesive group
• Communicate, cooperate and collaborate well with others to achieve common office, division or College goals
• Willingly assists in various responsibilities as appropriate within the Student Affairs Division and other areas of the college as appropriate as required during high service demand times

Communication:

• Develop and nurture an effective, productive, and respectful rapport and working relationship with students, parents, faculty, and staff co-workers, and various campus and community constituencies maintaining an appropriate level of professionalism
• Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
• Demonstrate strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking
• Communicate information clearly and concisely and listen well to others

Accuracy:

• Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, or omissions
• Ensure accuracy of the information that is provided to others.

Initiative:

• Take immediate and independent action when necessary assuming initiative for creative problem solving
• Accomplish tasks with follow through to completion
• Adapt willingly and quickly to changing priorities, responsibilities, and functions within the department and/or position

Technical:

• Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office, including Word, Excel and Outlook, Internet, CARS, copier, eRezLife Housing Platform

Work Environment, Physical Demands:

• Standing or sitting in one position for long periods. Multiple service hours; computer data input; multiple concurrent tasks with constant service interruptions; faculty and student contact; strict confidentiality; detailed work.

To apply, please upload a cover letter, resume, and contact information with three professional references on our website.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University’s Non-Discrimination Policy.

Mount St. Joseph University is an Equal Opportunity Employer