Administrative Assistant II - University Housing

This position provides program assistance for the Executive Director of University Housing, the Associate Director of University Housing and the Residence Life Assistant Directors in support of department goals, under the supervision of the Executive Director of University Housing. Primary responsibilities include administrative support for several University Housing administrative staff, coordinating student employee hiring and payroll, supporting the student conduct process, purchasing, Resident Assistant Selection and hiring, and the search and screen process for professional staff.

This position will also provide limited administrative support to Student Affairs. This position has access to highly sensitive, confidential information, records and is required to maintain strict confidentiality in the handling of information, records and other documents.
* Schedule meetings and maintain appointment calendars for the Executive Director, Associate Director, and Residence Life Assistant Directors.
* Reserve the department conference room.
* Reserve vehicles, flights, and lodging as requested.
* Order supplies and complete required documentation for Residence Life and the residence halls.
* Maintain organization, inventory, and upkeep of two storage rooms.
* Complete general printing and copying tasks.
* Perform other duties as assigned.
* Serve as the administrative assistant for University Housing search processes, including scheduling interviews and coordinating travel and reimbursement for candidates.
* Conduct GPA checks on student employees as requested to verify compliance with requirements.
* Coordinate staff meal plans.
* Provide administrative support for the Residence Hall Association, including travel arrangements, ordering supplies or materials, assisting with programming functions, and processing budgetary requests.
* Maintain and update RA personnel files, including managing archives.
* Conduct GPA checks on all RA candidates and current staff to ensure compliance with requirements.
* Maintain a database of current and past RAs.
* Coordinate candidate interviews during the RA selection process.
* Prepare and distribute RA hiring letters, maintaining copies for personnel files.
* Process RA contract meal plan selections and communicate changes to the Hawk Card Office.
* Process RA contracts with the Financial Aid Office and communicate any changes.
* Compile and maintain monthly programming reports.
* Serve as receptionist in the central office by greeting visitors, answering questions, and directing individuals to appropriate staff. Provide timely and professional responses to both walk-in and phone inquiries.
* Hire, train, supervise, and provide work instruction to student staff. Oversee tasks for accuracy and completion.
* Order and maintain office equipment, supplies, and printed materials.
* Coordinate, monitor, and enforce the residence hall posting policy, including dissemination of postings and management of digital signage.
* Maintain a neat, organized, professional office and reception area.
* Schedule meetings and maintain appointment calendars for Vice-Chancellor of Student Affairs.
* Reserve and schedule vehicles, flights, and lodging as requested.
* Provide administrative assistance in Student Affairs searches, including interview scheduling, travel arrangements, and reimbursements for candidates.

Well-qualified candidates can expect a starting hourly rate of $22.00 commensurate with the candidate's education, related experience, and qualifications.
* Advanced proficiency with WINS, WISDM, Outlook Calendar, Microsoft Word, Excel, and Access
* Strong organizational and time management skills with the ability to prioritize and complete projects in a timely fashion
* Ability to train, supervise, and provide work instruction to student employees
* High level of discretion and ability to maintain strict confidentiality with sensitive information and records
* Strong written and verbal communication skills
* Attention to detail and accuracy in administrative tasks
* Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds
* Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
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