Residential Services Administrative Specialist

Residential Services Administrative Specialist

The primary function of this position is to oversee the daily administrative functions for 2 – 3 residence hall desks. This includes supervision and scheduling of student desk staff, key management, distribution of mail and supporting staff in the Residential Programs and Services unit within University Housing. The work involves performance of office duties, which require a high degree of judgment and initiative, to carry out operations within a zone of approximately 3,000 residential students.

Knowledge, Skills, Abilities and/or

Competencies:

• Considerable knowledge in office practices, procedures and equipment.
• Typing and editing skills with high accuracy.
• Must have computing skills and be able to utilize email, calendar, internet and database programs.
• Excellent communication skills and ability to greet and assist residents, visitors and callers with a variety of questions, needs and concerns.
• Maintain confidentiality of office information and records.
• Ability to work independently, conceptualize projects and manage multiple priorities.
• Proven ability to work with a wide variety of constituents to creatively resolve problems and develop solutions.

Duties/Responsibilities - General Office Functions
• Perform general office management. Greet, answer phone calls and take messages from individuals visiting the office. Respond through personal contact with residents, faculty, staff and other stakeholders to resolve problems, answer questions and clarify policy.
• In the process of completing various job responsibilities, have a working knowledge of software and web-based programs including, but not limited to:
One Source, Microsoft Office, One Drive, Acrobat Reader, Outlook, Advocate, Star Rez, UGAMart, and UGAJobs.
• Manage classroom, meeting room space, vehicle and community resource reservations.
• Manage and maintain voluminous and complex records and files, some of which are confidential, pertaining to facilities, personnel, fiscal activity, procedures, policies, resources and departmental decisions/activities as required by the records retention policy.
• Support, communicate, enforce and abide by all university and departmental policies, procedures and regulations.
• May serve on departmental committee/task force as needed.
• Support the department in annual endeavors such as, but not limited to, opening and closing the residence halls, as well as summer conferences.
• Other duties consistent with the purpose of this position may be assigned.

Duties/Responsibilities - Desk Management
• Direct management of 2 – 4 residence hall desks with an emphasis on safety, security and customer service.
• Oversee key management including, but not limited to, regular key audits, resolve key issues as they arise, order and process new keys and maintain accurate key records.
• Coordinate the daily distribution of mail and packages in adherence to federal, state and university policies.
• Investigate and resolve package issues as they arise.
• Perform audits as needed to address issues regarding key and mail processes and follow-up with student staff members as needed.
• Respond to students, staff and other stakeholders as it relates to keys, mail and general questions or concerns.
• Be knowledgeable of established protocols designed to guide responses to emergencies and other unexpected events.

Duties/Responsibilities - Supervision/Staff Support
• Select, train, supervise and evaluate various student staff positions which may include but are not limited to graduate assistants, student desk staff and summer conference staff.
• Lead monthly and one-on-one meetings with student desk staff to provide on-going training and address performance concerns.
• Effectively…