2530 Administrative Assistant, Residence Life, Housing and Dining Services

POSITION IDENTIFICATION

TITLE Administrative Assistant, Residence Life, Housing and Dining Services

CLASSIFICATION NUMBER 2530

GRADE 15

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Assistant Director of Residence Life, Housing and Dining Services - Business Services

MAJOR ADMINISTRATOR Director of Residence Life, Housing and Dining Services

GENERAL FUNCTION

The Administrative Assistant is responsible for the daily organization, administration, and implementation of the exception/contract breakage process, the family/graduate/non-traditional student special interest housing living environments, and the residence hall transfer program.  The Administrative Assistant provides support and managerial assistance in the implementation of various operational functions within the Department of Residence Life, Housing and Dining Services, serves as a central office support staff professional participating in all major programs and system-wide activities, and coordinates the tour room and guest housing programs. 

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required.

Experience: At least three years of experience is required in general administrative functions of an office operation which includes filing, customer service and interaction, and detailed data compilation and management. Significant experience in word processing, spreadsheets, and data base management is required.  Experience in residence life with exposure to the various elements of on-campus housing at a college or university is required.  Supervisory experience of both students and support staff is required.

Skills:  The ability to organize data and information to produce effective and efficient student services and operational programs for residents is required.  Skill in communicating in one-on-one situations with individuals, explaining policies,  and mediating disputes is required.  The ability to handle numerous tasks simultaneously while accurately attending to details is required.  The ability to communicate effectively, both verbally and through written correspondence is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Manages the process through which students request exceptions to the University Housing Policy and obtain release from their student housing contracts by monitoring exceptions/breakage requests, meeting with students, coordinating appeals with the Contract Review Board, updating the student housing database, and generating reports.

2. Provides quality service by coordinating the scheduling and implementation of housing needs for guest and early arrival housing programs.

3. Promotes a positive image of University housing by coordinating the tour room program, recruiting student rooms during the academic year for use as tour rooms, and decorating rooms during the summer for display during the Student Orientation, Advisement, and Registration (SOAR) program.

4. Manages the family/graduate/non-traditional student housing special living environment program by coordinating the marketing, application, leasing, and assignment processes.

5. Manages the residence hall transfer program by assisting students with their desire to relocate residence hall assignments during the summer assignment process and during the contract period.

6. Performs billing functions and maintains accurate billing records for guest and early arrival housing and the camps and conference program.

7. Acts as a contact person or ombudsman for residence hall students and family members by handling special needs and concerns appropriately.

8. Maintains essential operations by providing on-duty and on-call services as needed during staff training, heavy conference activity, and other times when additional on-campus staffing is required.

9. Assists with the development and implementation of customer service training programs and continuously monitors customer satisfaction.

10. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Assistant Director of Residence Life and Services - Business Services.

11. Supports the overall operation of the Department of Residence Life, Housing and Dining Services and contributes to the accomplishment of its mission and goals by performing other duties as assigned by the Assistant Director of Residence Life, Housing and Dining Services - Business Services.

SUPERVISION

The Administrative Assistant is supervised by the Assistant Director of Residence Life, Housing and Dining Services - Business Services and may supervise student employees and clerical support staff.

OFFICE OF HUMAN RESOURCES

REVISED MARCH 2014

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 8 - 1460 Points: A combination of education and experience equivalent to a Level 8 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.

Factor 3: Responsibility for the Work of Others

Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.

Factor 4: Guidelines

Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Contacts

Level 5 - 345 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of coworkers, students, or the general public, and may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems.

Factor 6: Work Impact

Level 2 - 175 Points: Work activities normally address conventional problems or situations with established methods to supply other employees, students, or the general public with information, services, or products. Work directly affects the quality of services provided to other employees, students, or the public but on a person-by-person basis. The services, information, or products provided have significant effects on the welfare of the individual recipients of the work outcomes.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.