Administrative Assistant in Residential Life

## Administrative Assistant in Residential Life Apply locations:
Carleton College Campus time type:
Full time posted on:
Posted 3 Days Agojob requisition :
R-01583

Job Title:

Administrative Assistant for the Residential Life Office.
Department:
Residential Life  Classification:
Non-Exempt  Grade: 8  FTE/Working

Schedule:

1.0 FTE (40 hours/week)
** Compensation:
** The expected hourly rate for this position is $25.00
*
* Position Overview:

** The Administrative Assistant for Residential Life provides administrative leadership and support for the Residential Life department; specifically the Director, Associate Director, Assistant Director, and Area Director staff.  This position is a member of the central office staff and serves in a crucial customer service role while supporting the projects and processes of the office.

The Administrative Assistant will be self-motivated, organized, able to work independently, and communicate clearly and effectively. The Administrative Assistant must be capable of managing multiple tasks accurately and efficiently while representing the College in a courteous, professional, and friendly manner. This is a full-time (1.0 FTE) year-round position, which may include some evenings and weekends.
** Essential Job Functions - Responsibilities
** Office Administration
* Provide primary office coverage and thorough customer service to students, staff, families, visitors, etc, in all communication, including phone, electronic, and in person.
* Maintain office inventory including office and programming supplies in accordance with College purchasing policies and sustainability practices.
* Serve as a secondary supervisor for student office staff.
* Maintain administrative databases and listservs for occupancy during the academic year and during break housing periods.
* Provide administrative support for Residential Life and its professional staff, including scheduling appointments/meetings, maintaining paper and electronic office files, and supporting projects.
* Support initiatives related to staff and student staff transitions (e.g., onboarding, training, travel arrangements, logistics, record keeping, fingerprinting, etc).
* Assist with the coordination of Winter, Spring, and Summer break housing, including drafting applications, maintaining mailing and communication, and ensuring accurate record keeping.
* Utilize data to create reports and identify trends, including programming, room authorization, occupancy reports, etc.
* Prepare, organize, revise, and draft correspondence, written reports, and letters utilizing Google Suite (Drive, documents, slides, sheets, etc.)
* Coordinate file sharing systems for all electronic documents, spreadsheets, and calendars.
* Support Residential Life Word Press website maintenance

Project Oversight
* Maintain financial processes to support program operations such as spending ledgers, departmental purchasing card reconciliation, reimbursements, and payment for vendors and payees.
* Track and manage the Purchasing card program for Resident Assistants, including creating and maintaining a check-out / check-in system and follow-up reconciliation.
* Manage residential key inventory including assignments, auditing, recores, and record keeping.
* Manage the student storage program including scheduling appointments and staffing needs, auditing multiple facilities, and managing storage sticker ordering and distribution.
* Oversee residential space reservations including communication, access needs, and overall process and policy management.
* Coordinate fire drills, fire safety inspections, and other safety-related issues for residential areas.

Collaborative Communication
* Maintain open communication with departments within the Division of Student Life regarding departmental information and directives.
* Update and maintain departmental websites as needed, including creation of Gravity and Google Forms and updating page information, links, images, and documents, etc.
* Work with the facilities and custodial offices to ensure building concerns throughout all residential areas on campus are addressed in a timely manner.
* Work with the US Census Bureau to assist with communication to students and record reconciliation as required by law.
* Serve on college and divisional working groups and committees as appropriate.

This job description is not intended to be all-inclusive. This position may perform other related duties to meet the ongoing needs of the organization, such as working groups or committee…