Administrative Support Associate - Journey

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Administrative Support Associate
- Journey

Position Number: 001709
Full Time or Part Time:
Full Time
Anticipated Recruitment Range:
Position Type:
Job Category:
Staff - Office/Clerical

The Division of Student Affairs comprises over 30 departments, each responsible for providing various student support, services, and educational programs accessible to the university community. With over 300 full-time employees and over 1200 student workers, the Division supports Pirate success through environments that enhance student development, engagement, belonging, well-being, and career readiness. The Division strives to be a national leader in developing student experiences that positively transform lives and communities through work that makes students the focal point of our services, policies, and programming;

creates a community where all feel safe, included, and welcomed; treats each other with dignity and civility, and recognizes every individual has rights, ideas, and beliefs; maintains open and honest interactions, and delivers high-quality programming, services, and resources through continuous reflection and improvement.

The position serves as the Housing Operations administrative support while also providing customer service for the Housing Operations function within Campus Living. Duties performed by this position support up to 5,600 on-campus residential students per academic year.
The position directly serves as the Administrative Support Associate for all employees within Housing Operations, including Housing Facilities, Occupancy Management and Assignments, Neighborhood Service Offices, Marketing and Communications, Off-Campus Student Services, Camps and Conferences, the Housing Customer Care Team, and Housing Operations Leadership. The position initiates and manages purchase requests, coordinates the moves of Residence Life Coordinators, tracks and manages warehouse inventory, schedules and coordinates deliveries from vendors, and handles any surplus requests for Campus Living.

In addition, this position assists the Director of Housing Operations and the Associate and Assistant Directors of Housing Operations by scheduling and coordinating meetings.

The position is responsible for investigating facilities complaints and concerns and then following up on Work Orders in the university's work order system, providing customer service to on campus residents and ensuring timely resolution. The position will serve as a conduit for communication regarding work orders between Facilities Services, Campus Living Facilities, Neighborhood Service Offices, Director of Housing Operations, and on-campus residents.

The position is responsible for monitoring 4 departmental email accounts for Campus Living. They also provide office support by filing, organizing, coordinating, purchasing, and drafting correspondence on behalf of Housing Operations.

The position manages the damage billing process for Housing Operations which generates between $30,000 and $50,000 in revenue annually. The position provides support to Housing Operations by tracking housing appeals for students and parents as their requests go through the appeal process. The position also initiate and track Emotional Support Animal (ESA) requests as they go through the review and approval process.

This position coordinates and manages files and records for Campus Living Housing Operations. This position is responsible for tracking and monitoring warehouse inventory for the department. Warehouse inventory includes window AC units, mini-refrigerators, microwaves, and furniture totaling more than $100,000.

The position is responsible for submitting purchase requests for all employees within Housing Operations, including Housing Facilities, Occupancy Management, Neighborhood Service Offices, Marketing and Communications, Assignments, Off-Campus Student Services, Camps and Conferences, the Housing Customer Care Team, and Housing Operations Leadership.

The position will reply to and compose email communications for Housing Operations regarding ESA requests, residency exceptions, housing fee appeals, and damage billing. The position must be knowledgeable of housing policies and procedures so that they can effectively provide accurate information to inquiries from students, parents,…