Administrative Assistant for Residential Communities & Housing
Position Number:
O00145
Pay Grade Level:
CSS 9
Department:
Residential Communities and Housing
Posting Number:
S 121301385
Full or Part Time:
Full Time
Number of Months:
12
FTE:
.88
Work Schedule:
M-F 8:30 AM- 4:30 PM, some seasonal evenings and weekends as needed during residence hall opening, closing, etc
Basic Function:
The Administrative Assistant is responsible for coordinating exceptional and empathetic customer service and coordinating front-office processes & procedures for the Residential Communities & Housing Department at Denison University. The Administrative Assistant also assists with the communication and implementation of student housing processes. In addition, they coordinate the residential building access controls, including creating student IDs, printing University employee name tags, troubleshooting student residential access questions, and tracking the physical residential keys. The Administrative Assistant is responsible for supporting the financial management of the department including tracking budget expenses and implementing budgetary processes. The Administrative Assistant also supports the Senior Director with departmental planning, projects, and initiatives. In support of these responsibilities, the Administrative Assistant supervises 2-4 student desk staff and performs other duties as assigned.
Essential Job Functions:
Communicate empathetically, effectively and professionally (i.e., via telephone, email, and in-person correspondence) with various constituents (i.e., students, parents, faculty, staff); Resolve non-routine problems to ensure questions are answered accurately and issues resolved in a timely manner; Collaborate various campus constituencies regarding campus policies & procedures at various times throughout the year.
Create a welcoming, inclusive, professional and helpful office environment for students to come with their housing concerns; Coordinate functions within the department in collaboration with office staff to ensure efficient operations establishing new office procedures as needed.
Assist with responding to emails regarding housing concerns; Assist with typing, proofreading, duplication, distribution of housing related communication, materials, and forms; Navigate multiple technology platforms that support departmental projects including (The Housing Director, Banner, MyDenison, Campus Groups, Qualtrics, Google-suite products, Odyssey, and Cbord.
Manage building access controls including ID printing and programming for campus IDs for all faculty, staff, and students, athletics; Track, inventory and coordinate the distribution of the physical keys for residential spaces including processing lost key requests.
Maintain departmental budgets including tracking purchases, processing purchase orders, invoices & check requests; Assist with processing departmental credit card reconciliations and budget transfers.
Support 2-4 student workers toward accomplishing departmental goals; Recruit, hire, train & supervise student workers in collaboration with other office staff.
Provide front-line administrative support to the Senior Director while assisting with maintaining the Director's calendar and voicemails; Offer support on special department projects from the Director.
Perform other duties in support of departmental goals as assigned.
Minimum Qualifications:
High school diploma or GED
1-3 years of experience in general administrative work
Must have excellent interpersonal, communication, and relationship-building skills and be able to interact positively and tactfully with a diverse community.
Evidence of achievement in a team culture. Strong sense of initiative and responsibility.
Strong skills in written composition and interpersonal communications.
Strong computer literacy, especially Google suite products and database usage.
Strong organizational skills and attention to detail.
Able to provide exemplary customer service in a fast-paced environment.
Ability to respond calmly and compassionately to individuals in distress.
Belief in the fundamental value of a residential, liberal arts education, and a strong desire to work with students.
Preferred Qualifications:
Bachelor's degree in Business Administration
4-7 years of experience in general administrative work
Experience working with databases
Physical Demands:
Office environment/no specific or unusual physical or environmental demands.
Must be able to lift up to 25 pounds
Standing, stooping, navigating stairs, hallways, and sidewalks
Contact(s):
Josh Kusch
Contact Email:
Kuschj@denison.edu
Open Until Filled:
Yes
Additional Information:
Position is open until filled. Candidates applying on or before September 27, 2024 will be assured full consideration.
Denison University Background Check Statement:
The final candidate will undergo a background check as a conditional offer of employment.
Denison University EEO Statement :
To achieve our mission as a liberal arts college, we continually strive to attract and hire candidates with diverse backgrounds, experiences and identities. Denison fosters a campus community that recognizes the value of all persons regardless of age, disability, ethnicity, gender expression and identity, national origin, race, religion, sexual orientation, or socio-economic background. For additional information and resources about diversity at Denison, please see our Diversity Guide (https://denison.edu/forms/diversity-guide). Denison University is an Equal Opportunity Employer.
