Administrative Coordinator and Student Life

Administrative Coordinator for Housing and Student Life

Department

Student Life / Dean of Students Office

Reports To

Dean of Students

Position Summary

The Administrative Coordinator for Housing and Student Life provides comprehensive administrative and operational support for housing, residence life, student engagement, and student life initiatives at Thomas University. This position serves as a primary point of contact for students, parents, faculty, and campus partners regarding housing and student life processes and supports the day-to-day operations of the Office of Student Life.

The successful candidate will demonstrate strong organizational skills, professionalism, discretion, customer service, and the ability to manage multiple responsibilities in a student-centered environment. This position plays an essential role in maintaining efficient operations and fostering a welcoming and supportive campus experience for students.

Essential Duties and Responsibilities

Housing & Residence Life Operations

* Assist with housing applications, assignments, room changes, waitlists, and occupancy tracking

* Maintain accurate housing records and student housing databases

* Coordinate housing communications, deadlines, and reminders

* Assist with residence hall opening, closing, move-in, and move-out processes

* Prepare housing rosters, key packets, and other operational materials

* Track maintenance concerns and coordinate follow-up with facilities staff

* Maintain housing files, contracts, damage records, and related documentation

* Support summer housing and break housing operations as needed

* Liaise with University Admissions, Advising, Marketing and other departments as required

Student Life & Student Engagement Support

* Provide administrative support for student activities, clubs, organizations, and campus events

* Assist with event logistics including space reservations, purchasing requests, marketing submissions, and scheduling

* Maintain student organization records, forms, and documentation

* Support leadership programs, orientation activities, and campus programming initiatives

* Assist with maintaining student life calendars, newsletters, social media updates, and webpage content

* Coordinate administrative processes for student workers and student leaders

Office Administration & Customer Service

* Serve as a welcoming first point of contact for students, parents, and visitors

* Respond to phone calls, emails, and walk-in inquiries regarding housing and student life matters

* Maintain office calendars, appointments, records, and correspondence

* Process forms, purchase requests, invoices, reports, and departmental paperwork

* Assist with data collection, assessment reporting, and record retention

* Support general operations of the Dean of Students Office as assigned

Conduct & Administrative Support

* Assist with scheduling meetings and maintaining confidential records related to student conduct and student care processes

* Prepare correspondence and maintain organized documentation in accordance with institutional policies

* Track completion of administrative follow-up items and student requirements

Qualifications

Required Qualifications

* Associate's degree or equivalent combination of education and experience

* Excellent organizational, communication, and interpersonal skills

* Strong attention to detail and ability to manage multiple priorities

* Demonstrated proficiency with Microsoft Office and standard office technology

* Ability to maintain confidentiality and exercise sound judgment

* Strong customer service orientation and commitment to working with college students

Preferred Qualifications

* Bachelor's degree

* Experience in higher education, housing, student affairs, or office administration

* Experience working with databases or student information systems

* Experience with reading and interpreting data related to housing and student life

* Familiarity with event coordination and administrative operations in a college environment

Knowledge, Skills, and Abilities

* Ability to work independently and collaboratively

* Ability to adapt in a fast-paced and student-centered environment

* Strong written and verbal communication skills

* Ability to problem-solve and manage competing deadlines

* Professional demeanor and positive interpersonal approach

Work Environment

This is a full-time, on-campus position. Occasional evening or weekend hours may be required during major campus events, student programming, residence hall opening/closing periods, or other peak operational times.

Application Instructions

Interested applicants should submit:

* Cover letter

* Resume

* List of professional references

Please complete the application at  Applications will be reviewed as received until the position is filled.