Administrative Assistant II

TO APPLY

Contributing to the Adams State University Student Affairs mission, the Office of Housing and Residence Life offers on-campus housing options in various communities and styles that enhance the student experience and foster opportunities for personal growth and development. The Office of Housing & Residence Life helps provide a safe, affordable assortment of housing for undergraduate and graduate students and faculty/staff. The Housing and Residence Life Office is responsible for the administration and operations of residence halls and apartments, including policies and standards, billing and purchasing, summer conference housing, guest apartments, housing conduct, and program oversight.

The Administrative Assistant II will provide general office support to the Office of Housing & Residence Life by keeping all student records and files updated via eRezLife, arranging appointments and reservations, ordering maintenance, typing various forms/reports, billing, receipt/refund deposits, prepare purchase orders/requisitions, department mailings, etc. The Office of Housing & Residence Life collaborates with other campus offices that require information or assistance with on-campus students.

The department will soon be using new software called Maxient for student case files, which will require assistance from the Administrative Assistant.

Specific Job Responsibilites:

* Maintain eRezLife system and develop office processes

* Assist in creating and implementing processes for student and faculty/staff housing applications and contracts.  Housing applications, rosters, and communication are conducted through eRezLife software.  The Administrative Assistant would be one of the system's primary users.

* Design and implement reporting documents

* Computer operations for memos, editing the resident handbook, reports, letters, data entry, spreadsheets, and maintenance requests. Compile reports and update records as they pertain to student applications, intent forms, break information, early arrivals, no-shows, scholarship recipients, summer housing, and department mailings.  Conduct research on best practices, rate information, and resident handbooks. Assist in preparing any Excel reports on occupancy, billing, revenue, expenses, and inventory.

* Preparing various forms/letters for fees

* Follow established department procedures regarding the processing of housing assignments/cancellations, summer conference billing, Faculty Drive billing, deposit refunds, data entry, room key access, etc.

* Process purchase orders and maintain activity budgets

* Maintains and prepares a shadow budget for the area and processes and reconciles all paperwork related to the Purchase Order guidelines. Assist in overseeing P-card statement reconciliation and proper receipt documentation.

* Manages reception office and student employees

* Answers questions about the department as the first point of contact for students/parents/customers by phone, and manages department email accounts by replying to emails and/or forwarding them to the appropriate resource. Provides reception coverage for three professional staff in the office, as well as 4 Residence Directors, and works with/trains work study students.

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification

Description:

G3A3XX
ADMINISTRATIVE ASSISTANT II

Minimum Qualifications:

Experience Only:

Two (2) years of relevant experience in an occupation related to the work assigned to this position

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years

Required Skills and

Competencies:

* Strong customer service skills

* Strong attention to detail

* Strong organizational skills

* Excellent verbal and written communication skills

* Ability to work independently

* Ability to multi-task and meet deadlines

* Strong interpersonal skills

* Highly efficient with MS Office suite, Google Suite, and other database applications

A successful candidate will demonstrate responsible professional conduct at all times; will be punctual and observe scheduled work hours.

Note:

Although this position is non-exempt for FLSA, it is a condition of employment at Adams State University to agree to receive compensation time in lieu of overtime pay.

Years of experience will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year.  No more than 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be pro-rated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE= 3 mos credit.)
* Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly…