Administrative Assistant for Residence Life
Job Details
Experienced
Mount St. Joseph University - Cincinnati, OH
Full Time
High School
None
Day
Admin - Clerical
Description

Purpose:

To provide administrative support services to the Dean of Students and Coordinator of Residence Life for functions related to student life including housing assignments, commuter verifications, judicial proceedings, and other related tasks and programs of the Student Affairs Office.  This position requires positive energy, teamwork, customer service, initiative, professionalism, and high levels of integrity and confidentiality in addition to knowledge of campus resources.  This person is responsible for handling sensitive material as it relates to students.  It requires an employee who can make informed, independent decisions when necessary, and work without close supervision. 

Duties:

  • Perform efficient, timely, and sensitive handling of all office tasks as they relate to Residence Life operations, the responsibilities of the Dean of Students and Coordinator of Residence Life
  • Screen and direct all calls and visitors with discretion and courtesy
  • Determine the nature of student (and parent) concerns to solve problems or direct to appropriate staff or office 
  • Handle routine inquiries of internal and external customers
  • Schedule appointments for the Dean of Students and Coordinator of Residence Life
  • Review and make recommendations on processes for residence life housing application and procedures 
  • Make room assignments based on applicant specific requests
  • Input all information into CARS regarding housing assignments and board plan to ensure appropriate billing
  • Develop, disseminate and track all paperwork and information related to returning and new residents such as applications, contracts, emergency information, room changes, fees, billing, AVI Food Service plan participation
  • Review Commuter Verification Forms for legitimacy
  • Review new student information provided by Admission to seek appropriate documents and verifications
  • Track students who are not eligible to live off-campus – take information to the Dean of Students  
  • Develop, coordinate and disseminate digital information packets for all returning and new residents
  • Maintain and keep up-to-date resident lists for office, front desk, and Campus Police
  • Create purchase orders for Residence Life and Dean of Students
  • Initiate work/service orders for residence life areas and programs
  • Coordinate activities and processes related to dismissal or withdrawal from the residence hall
  • Participate in orientation programs and move-in days as appropriate
  • Conduct room visits for prospective students and parents
  • Provide administrative support related to policy enforcement and disciplinary action
  • Arrange meetings for the Dean of Students and Coordinator of Residence Life
  • Work closely with the Department of Buildings & Grounds on mechanical and custodial issues related to the residence hall
  • Work closely with Campus Police on safety and security issues related to the residence hall
  • Work with Student Administrative Services on issues related to housing fees, fines, holds, and housing contract waiver requests
  • Work with Athletics concerning the scheduling of early move-in for athletes; maintains keys for recruitment guest rooms
  • Determine and develop schedules for early move-in as it relates to move-in/move-out of residents for summer, new and returning students
  • Develop and disseminate applications/contracts and lists concerning summer housing and winter break residents
  • Refine and maintain processes and forms useful to Residence Life and the judicial process
  • Assist Dean of Students and Coordinator of Residence Life in the compilation of data and preparation of reports 
  • Assemble materials for distribution at the beginning of each semester and throughout the year 
  • Coordinate various notifications to students and offices
  • Perform routine office functions – word processing, ordering and maintaining office supplies, sort, and open mail, purchase orders through the web, office copier maintenance
  • Author correspondence to various university constituencies, as well as those outside the university community
  • Participate in updating and maintaining the procedure handbook for the Office of Residence Life
  • Maintain multiple filing systems for student and department records, keeping filing up-to-date and archiving necessary documents
  • Notify other departments of resident information in order to set up mailboxes; follow-up on Wellness Center medical forms or completion of the new student online Think About It program
  • Contribute to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the department; helping others accomplish related job results when needed

 

 

 

 

Primary Contacts:

Dean of Students, Coordinator of Residence Life, Student Affairs staff members; students and parents, university professional and administrative support staff; Buildings & Grounds, Student Administrative Services, Campus Police, Campus Facilities, Wellness, and Athletics and other members of the University community

Supervision Exercised:

 

Student staff for coordination of mailings, packets, filing or other projects

Supervision Received:

Works toward a previously defined objective with little daily supervision and uses a wide range of procedures to accomplish goals, plans, and arranges own work referring problems to the Dean of Students and Coordinator of Residence Life

Qualifications

 

Education:

High school diploma required; minimum of associate degree preferred

Experience:

Extensive administrative support experience at the executive level.

A commitment to diversity, equity, and inclusion.

Skills, Attributes

Customer Service:

  • Exhibit excellent student/faculty/ staff customer service orientation in providing service in all responsibilities and interactions

  • Demonstrate creative problem-solving in handling people and situations

  • Adapt willingly and quickly to changing priorities, responsibilities, and student-parent-faculty-staff customer needs and expectations; anticipate and identify student-parent-faculty-staff customer needs

  • Exhibit open and inclusive language in dealing with students, faculty, staff, and guests

Teamwork:

  • Collaborate well with others and help make the Student Affairs Office a cohesive group

  • Communicate, cooperate and collaborate well with others to achieve common office, division or university goals

  • Willingly assists in various responsibilities as appropriate within the Student Affairs Office and other areas of the university as appropriate as required during high service demand times

Communication:

  • Develop and nurture an effective, productive and respectful rapport and working relationship with students, parents, faculty, and staff co-workers, and various campus and community constituencies while maintaining an appropriate level of professionalism

  • Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity

  • Demonstrate strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking

  • Communicate information clearly and concisely and listen well to others

Accuracy:

  • Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions

  • Check the accuracy of the information that is provided to others. 

Initiative:

  • Take immediate and independent action when necessary assuming initiative for creative problem solving

  • Accomplish tasks with follow through to completion

  • Adapt willingly and quickly to changing priorities, responsibilities, and functions within the department and/or position

Technical:

  • Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office, including Word, Excel and Outlook, Internet, CARS, copier, fax machine

Work Environment, Physical Demands:

  • Standing or sitting in one position for long periods. Office service hours; computer data input; multiple concurrent tasks with constant service interruptions; faculty and student contact; strict confidentiality; detailed work; occasional evening or weekend hours for move-in at the start of the academic year

 

To apply, please upload a cover letter, resume, and contact information with three professional references on our website.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's Non-Discrimination Policy.

Mount St. Joseph University is an Equal Opportunity Employer

 

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