Administrative Assistant, Office of Student & Residence Life
Full Time
Ashland, OH 44805
Posted
Job description
Job Description
- Oversee all administrative functions of the Office of Student & Residence Life (OSRL), including: greeting visitors, managing staff and facility calendars, facilitating reservation requests, creating and maintaining student employment paperwork for Resident Assistants (RA’s) , student worker, and interns, answering calls, responding to emails, overseeing supply purchases and copier/equipment functions, etc.
- Provide excellent customer service to students, university staff and community members.
- Manage all budgets and budget processes for the OSRL (Student Activities, Student Organizations, Orientation, Fraternity & Sorority Life, Leadership, Diversity & Inclusion, Housing, Residence Life, Commuter Services, Student Conduct, and International Student Services). Process all billing for housing, conduct fees, break housing, etc.
- Maintain budget spreadsheets and track expenditures, fundraising efforts, deposits, Check Requests, Purchase Orders, reimbursements, staff credit cards, etc. of all functional areas in the OSRL.
- Process all performer contracts, check requests, hotel reservations, and transportation for all OSRL events and programs.
- Compose, type, and distribute correspondence and financial reports for the OSRL.
- Process monthly billings for the copier as needed, schedule regular and emergency maintenance for machines, monitor supplies and perform basic operating and troubleshooting of copiers within the OSRL and Student Center.
- Maintain calendars and schedule facilities in the Student Center including Eagles Landing, Conference Rooms ABCD, Auditorium, Lobby Tables, Lounge Areas, Student Activities Conference Room, the Source, Redwood Hall, and facilitate reservation of Commuter Lockers.
- Interview and evaluate student employees as applicable. Train students in office procedures including the use of the copier, office computers, phones and customer service.
- Process time sheets and log data in spreadsheets to track student employees in the OSRL.
- Responsible for annual inventory of OSRL computer equipment and software and coordinate upgrades and purchases with Information Technologies.
- Administrator for student campus events through MyAU Portal, and Engage software. Monitor, approve content of event submissions, reimbursements, funding requests, etc.
- Maintain database for Chartered Organizations contact information and e-mail/web password. Regularly update Student Organization Involvement Directory as well as Student Organization websites and assist in the administration of Engage software.
- Create content, approve content and send weekly Eagle Mail to all students.
- Other duties as assigned.
Required Qualifications
- High School Diploma or GED is required
- Minimum of two (2) years of secretarial/office experience in a professional setting with demonstrated administrative skills required
- Effective use of organizational and planning skills with attention to detail and follow through
- Previous work with budgets is required
- Ability to maintain discretion and confidentiality is essential
- Must possess and display friendly and professional customer service skills
- Ability to perform assigned tasks with increasing independence and an understanding of priorities and deadlines
- Demonstrate a high degree of proficiency with office procedures, equipment, and computer applications
- Ability to learn and navigate a variety of AU systems:
- Colleague/Datatel
- Transact
- eRezLife
- Engage
- Slate
- BudgetPak
- MyAUPortal management for student function
- CourseDog
- Google Calendars
- Excellent interpersonal, verbal and written communication skills
- Ability to work evenings or weekends as needed
Preferred Qualifications
- Associates Degree from an accredited college, technical school, or university preferred
- Prior professional experience in a college/university office setting is preferred
Physical Demands
- Long hours at desk
- Computer work
- Moving furniture to accommodate room reservations
- Lifting heavy packages/deliveries
Anticipated Start Date of New Hire
06/01/2023
Anticipated Number of Hours Working per Week
40
Shift Required?
First
Job Duties
Posting Detail Information
Posting Number
S545P
Number of Vacancies
1
Desired Start Date
06/01/2023
Job Open Date
05/03/2023
Job Close Date
Open Until Filled
Yes
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