Administrative Assistant I for Residence Life

The Administrative Assistant for Student Life reports directly to the department Director to meet administrative, scheduling, and communication needs as they arise. This position manages the department calendar, facilitates communication among the team, performs various office management functions, assists in the facilitation and note-taking of various meetings, and generates reports for Student Life leadership. This role is crucial in maintaining efficient operations and ensuring the seamless execution of various administrative functions that may include responding to phone calls, replying to emails received in the department inbox, or overseeing the purchase of office equipment and supplies. The ideal candidate for this position is organized, detail-oriented, self-motivated, relational, timely, and anticipates needs before they arise. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Calendar Management and Scheduling Coordinate and manage shared calendars for the Student Life team, scheduling appointments, meetings, and events. Assist in organizing and scheduling team meetings, ensuring optimal attendance and effective time management. Serve as the primary point of contact for other University departments with Student Life for scheduling and event logistics. Reconciliation and Purchasing Support budget-related activities by reconciling expenses, submitting requisitions, and maintaining accurate financial records. Support the Director in collaboration with finance and procurement to ensure adherence to budgetary guidelines and deadlines. Communication and Clerical Tasks Oversight and management of the department email inbox, directing communications efficiently, responding to inquiries, and forwarding relevant information to appropriate team members. Initiate and maintain correspondence with external vendors and serve as the primary point of contact for Student Life partners external to the university. Answer the Student Life phone, direct calls appropriately, and provide information to students and other callers. Maintain the department website, ensuring information is current, accurate, and easily accessible. Draft and edit internal and external department communications with attention to detail and a commitment to clarity. Office Management and Operations Manage the department Dropbox and other file systems, ensuring they are organized, up-to-date, and easily accessible to team members. Sign for packages and manage deliveries, ensuring that all items are properly received and distributed to the appropriate team members. Support the team in maintaining accurate and organized records, including student attendance at events, budget expenditures, and other relevant data. Provide support in the creation and maintenance of departmental databases and spreadsheets. Meeting Management and Special Projects Facilitate effective meeting management, preparing agendas, recording minutes, and tracking action items. Facilitate the…