| Position Summary: |
Join Us at the Front Line of Service for Housing and Residence Life! We invite qualified applicants to apply for our Front Desk Specialist opening. his is a full time benefit eligible position that offers health, dental and vision insurance, retirement, disability, tuition assistance for you and your dependents, vacation/sick accrual and holiday pay.
This position is under the administrative direction of the Assistant Dean of Students and Executive Director of Housing and Residence Life and the Director of Residence Life and is responsible for administrative duties including but not limited to answering telephones, managing calendars, taking minutes and overseeing processes critical to the daily operations of the department. As a representative of the Department of Housing and Residence, the Front Desk Specialist must perform tasks with a high degree of accuracy and detail, respond promptly and professionally to all stakeholders and manage stressful circumstances with diplomacy, discretion and care. Under the direction of the Assistant Dean of Students and Executive Director of Housing and Residence Life and the Director of Residence Life, the Senior Administrative Assistant shall: 1. Implement the department's on boarding and termination processes for 3 student staff, 2 graduate assistants and 29 professional staff. This responsibility entails preparing Resident Assistant and Neighborhood Fellow agreements and contracts for all graduate assistants employed by the department, completing the requisite steps within Hire a Flyer to ensure that all undergraduate staff are accurately and appropriately hired according to university guidelines and collaborating with Dining Services, the Office of Student Accounts and Financial Aid to ensure that all undergraduate and graduate staff accounts accurately reflect board plan and housing information. 2. Monitor the approval process for the staff's use of the department purchasing card and declining balance card. This responsibility entails reviewing the Purchase Authorization log daily, printing of Purchase Authorization forms and working with the department's bookkeeper to reconcile receipts and audit purchases made on 15 purchasing cards. 3. Collaborate with the department leadership to plan and implement the department's annual opening and closing banquets and holiday celebration. 4. Prepare correspondence (emails, letters, etc) and presentations on behalf of the Assistant Dean of Students and Executive Director of Housing and Residence Life and the Director of Residence Life. 5. Perform annual updates to the Student Handbook, the University catalog and other university resources that include information about the services provided by Housing and Residence Life. 6. Maintain appointment calendars for the Assistant Dean of Students and Executive Director of Housing and Residence Life and the Director of Residence Life. Attend meetings, take minutes and distribute minutes as determined by the Assistant Dean of Students and Executive Director of Housing and Residence Life and/or Director of Residence Life. Maintain the department's calendar for on call staff. 7. Coordinate interview logistics for candidates for employment. These responsibilities include but are not limited to coordinating travel and lodging arrangements for candidates, reserving rooms, coordinating meals, constructing interview schedules and itineraries and preparing recruitment and interview documents, materials and paraphernalia. 8. Coordinate conference travel and lodging arrangements for the Assistant Dean of Students and Executive Director of Housing and Residence Life and the Director of Residence Life. Prepare and process travel documents. 9. Inventory and maintain the the supply closet in the central office. Store and maintain the department's cell phones and i pads for on call after hour coverage. Order shirts for all department staff. 1 . Perform other duties as assigned by the Assistant Dean of Students and Executive Director of Housing and Residence Life and the Director of Residence Life.
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| Minimum Qualifications: |
High school diploma or equivalent
Three years of administrative support experience
Intermediate knowledge of computers and software, including Google Suite
Evidence of strong interpersonal skills
Evidence of strong written and verbal skills
Evidence of strong and accurate typing skills
Ability to organize, prioritize, and work independently
Ability to maintain a professional presence in challenging situations
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| Preferred Qualifications: |
While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:
Four or more years of administrative support experience
Demonstrated ability and experience in managing sensitive information in a confidential manner
Demonstrated ability to engage with a variety of stakeholders in person, over the phone and in writing
Demonstrated experience utilizing online networks and/or software such as Google, CampusGroups, Star Rez, Banner, Advocate and Runway
Demonstrated ability to manage multiple projects, set priorities and meet deadlines while maintaining a high level of performance
Familiarity with and value for Catholic Education
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| Closing Statement: |
Informed by its Catholic and Marianist mission, the University is committed to the principles of diversity, equity, and inclusion. Informed by this commitment, we seek to increase diversity, achieve equitable outcomes, and model inclusion across our campus community. As an Affirmative Action and Equal Opportunity Employer, we will not discriminate against minorities, women, protected veterans, individuals with disabilities, or on the basis of age, race, color, national origin, religion, sex, sexual orientation or gender identity.
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