Administrative Assistant II

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 provides 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 and reports, billing, receipt/refund deposits, preparing purchase orders and requisitions, managing department mailings, and providing other administrative assistance. The Office will soon be using new software called Maxient for student case files, which will require assistance from the Administrative Assistant.

• 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 will be a primary user of the system.
• 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 related 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 Excel reports on occupancy, billing, revenue, expenses, and inventory.
• Prepare various forms and 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, and related tasks.
• 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 emails or forwarding them to the appropriate resource. Provide reception coverage for three professional staff in the office, as well as four Residence Directors, and work with/training work‑study students.

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

G3A3XX
ADMINISTRATIVE ASSISTANT II

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

• 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…