Administrative Assistant II

Position Overview

Contributing to the Adams State University Student Affairs mission, the Office of Housing and Residence Life offers a range of on-campus housing options that enhance the student experience and facilitate personal growth and development. The Office helps provide a safe, affordable assortment of housing for undergraduate and graduate students, faculty and staff, and manages residence halls, apartments, policies, billing, purchasing, and program oversight.

The Administrative Assistant II will provide general office support by maintaining student records, managing appointments and reservations, ordering maintenance, preparing forms and reports, billing, handling refund deposits, issuing purchase orders, and coordinating departmental mailings. The role will also involve assisting with the forthcoming implementation of the Maxient case-file system.

• 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
  • Perform computer operations for memos, editing the resident handbook, reports, letters, data entry, spreadsheets, and maintenance requests. Compile reports and update records related to student applications, intent forms, break information, early arrivals, no-shows, scholarship recipients, summer housing, and departmental 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 and letters for fees
  • Follow established department procedures regarding the processing of housing assignments and cancellations, summer conference billing, Faculty Drive billing, deposit refunds, data entry, room key access, and other related duties.
• Process purchase orders and maintain activity budgets
  • Maintain and prepare a shadow budget for the area and process and reconcile all paperwork related to the Purchase Order guidelines. Assist in overseeing P-card statement reconciliation and proper receipt documentation.
• Manage reception office and student employees
  • Answer questions about the department as the first point of contact for students, parents, and customers by phone, and manage department email accounts by replying to or forwarding emails to the appropriate resource. Provide reception coverage for three professional staff in the office, four Residence Directors, and train work-study students.

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

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

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.

• 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

This position is non-exempt under the Fair Labor Standards Act. Employees are required to receive compensation time in lieu of overtime pay.

Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all backgrounds to apply. Adams State University is an equal-opportunity employer committed to building inclusive, innovative work environments that reflect our communities and serve them enthusiastically. Employment opportunities are provided to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Adams State University is committed to the full inclusion of all qualified individuals. If you have a disability and require a reasonable accommodation throughout the application or interview process, please contact our ADAAA Coordinator, Tracy Rogers, at  or call .