Senior Administrative Assistant, Housing & Residence Life

This position is responsible for performing secretarial and administrative functions, specifically assisting all administrative and professional staff. This position will also serve the support staff, as needed, for departmental and hall events.

• Greet visitors, handle incoming calls, and perform general administrative duties in a positive manner to make a good first impression with members of the University and community; 
• Act as the primary administrative support for department leadership, managing multiple schedules, departmental communications, and high-level coordination; 
• Respond to public questions/concerns with speed and professionalism and direct inquiries to other staff when appropriate;
• Assemble and prepare materials for departmental, staff, and committee meetings, including agendas and minutes; 
• Attend meetings and prepare, distribute, record, and maintain action items;
• Create, maintain, and update electronic records and reports;
• Manage the primary office and assist with management of satellite offices;
• Assist with the supervision of student employees (student workers, resident advisors, facility student workers, etc.) in office responsibilities;  
• Process student housing charges (e.g., lock changes, damages, restitution, utility overages) and manage account holds; 
• Provide administrative support such as managing phones, departmental email accounts, personnel/event schedules, ordering and inventorying office supplies, and maintaining departmental copiers, printers, and public usage computers/tablets;
• Monitor departmental budgets by monitoring expenditures, reconciling accounts, tracking revenue, and providing budgetary reports to departmental and divisional leadership; 
• Oversee procurement processes, including purchase orders, requisitions, and disbursements, ensuring compliance with university policies; 
• Process purchasing transactions for office supplies, operational expenses, housing-related goods, and contracted services; 
• Serve as the primary administrator for purchasing cards (P-cards), ensuring accurate reconciliation and adherence to university purchasing guidelines; 
• Manage the billing, invoicing, and reconciliation of housing for summer camps, conferences, and short-term residents; 
• Create, audit, and apply residential charges to student accounts, e.g. utility overages, lock changes, damages, restitution, fines, etc.;
• Assist with occupancy processes such as check-in, check-out, room condition assessments, key inventories, etc.; 
• Communicate and work with all university constituents on behalf of the department; 
• Perform all other duties as assigned.

ADDITIONAL DUTIES:
To be determined.

• Completion of high school diploma/equivalent is required; 
• Bachelor’s degree is preferred; 
• Two years of related administrative experience is required.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS: 
None

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to effectively communicate with the campus community (department heads, faculty, staff, students, etc.); 
• Considerable knowledge of general office, administration, modern administrative support practices, procedures, systems, and equipment; 
• Excellent writing and editing skills for use in correspondence and report writing; 
• Basic accounting skills; 
• Ability to supervise student staff in office responsibilities; 
• Computer skills to include proficiency in typing, Word and Excel and the ability to learn any other software program necessary to perform the job; 
• Experience with Banner is preferred;
• Demonstrated ability to prioritize among multiple tasks and manage time efficiently;
• Ability to perform office management details with little supervision; 
• Must be committed to student-centered principles, customer-service orientation, and have an understanding of the University and department missions.

Applicants must upload a cover letter and resume at the time of application, as well as provide contact information for at least three professional references. For questions, please email [email protected] or call 256.765.4291 and select option #2.  Selecting an option other than #2 will result in a delayed response.