Administrative Specialist, Residence & Housing

Administrative Specialist, Residence Life & Housing

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College / VP Area: Vice President for Student Life
Work type: Staff
Location: Newark, DE
Categories: Administrative Support, Full Time

Work under limited supervision of the Director of Residential Life Communities, support major residence hall programs and staff activities. Perform a wide range of support services and customer service activities related to housing for a large campus system comprised of over 45 residence halls housing 7,200 undergraduate students with over $68 million in annual transactions. Serve as primary administrative support and process coordinator for resident assistant (RA) and residence hall coordinator (RHC) recruitment, selection, and training processes;

support resident hall programming and housing operations; manage digital communications including newsletters and Residence Life webpages as well as provide administrative support to the Director and Associate Director of Residential Communities. Residence Life & Housing maintains an operation 7 days per week, 24 hours per day. As such, the incumbent may need to work non‑traditional and weekend hours during key periods of the year to assist in major staff selection and training activities and residence hall opening.

The position has exposure to highly sensitive student information and must maintain a high standard of confidentiality.

Customer Service

• Serve as primary reception point for the residence hall staff office suite. Assist students and other visitors to navigate questions or concerns.
• Effectively respond to student, parent, and University community phone calls and emails coming through the main number and RLH inbox.
• Serve as a second‑level responder when front line staff is absent or occupied with other calls.
• Develop appropriate level of knowledge and Star Rez platform skills related to traditional inquiries that come to Residence Life & Housing.
• Effectively and accurately route callers to appropriate personnel for problems and concerns that cannot be immediately resolved.
• Make determination of whether resident and parent issues are best resolved at the hall or central office level.
• Maintain a degree of advanced knowledge to ensure accurate and timely responses to inquiries received from the phones, residence life inbox and walk‑ins.
• Secure and appropriately manage sensitive and confidential student and personnel information.

Administrative Support

• Serve as primary administrative support for the Director, Associate Director and four Assistant Directors of Residential Communities. Assist with schedule management and special projects assigned by the Director that fall beyond the scope of their assigned administrative support. Delegate assignments to student staff and assist in training when needed. Aid and key administrative roles in event planning on behalf of the department.
• Perform a broad range of complex administrative duties, including those of a highly confidential nature, on a regular basis and exercise initiative and judgment to make independent decisions.
• Manage scheduling functions and coordinate group and committee meetings. Respond effectively to phone, e‑mail, and in‑person inquiries for all functions of the Residence Life & Housing unit.
• Ensure compliance with university financial, facilities and risk management policies and procedures.
• Administer day‑to‑day needs of the Residence Life & Housing Office Suite, including routine maintenance of technical equipment, office supply ordering, and inventory management.
• Manage residence hall resource room supply inventory and order supplies as needed.
• Provide coverage for other administrative specialists; engage in cross training with department administrative staff to cover other duties when necessary.

Marketing and Communication

• Prepare departmental newsletters including planning and creating content, managing Mail Chimp content and coordinating with Student Life Communications staff.
• Maintain residential communities pages on department website including editing webpages, managing digital content, and regular content audits. Coordinate with Student Life Marketing and…