Job Title: Administrative Assistant - Housing and Residence Life
Classification: C5
Department: Housing and Residence Life
Updated: July 2026

Job Summary

The Housing and Residence Life Administrative Assistant provides support to the Assistant Vice President (AVP) of Student Affairs, Housing and Residence Life, by providing high-level administrative assistance and serving as a professional representative of the office. This position plays a key role in supporting the objectives and priorities of the Division of Student Affairs.

This position involves a variety of duties in which discretion and judgment concerning policies/procedures/confidential student information is required. Primary work schedule is Monday – Friday, 8 am – 5pm. This position may require periodic evening and/or weekend hours.

Essential Functions:

• Provide administrative support to the Assistant Vice President of Student Affairs, Housing and Residence Life.
  • Manage calendars, coordinate meetings, provide project assistance.
  • Maintain records and correspondence of a confidential nature.
  • Edit and proofread correspondence, reports, and publication materials.
• Manage office operations for the office of Housing and Residence Life.
  • Ensure staff coverage during posted business hours.
  • Order, maintain inventory, and coordinate use of central office shared equipment and supplies; develop and maintain associated departmental forms and processes.
  • Coordinate use and manage access rights for Housing and Residence Life communication systems (mail, Microsoft Teams, Zoom, etc.).
  • Manage logistical coordination of staff searches and hiring processes including job advertising, preparation of interview materials, coordination of travel and overnight accommodations, scheduling interview panels, compiling expenditure reports, and serving as hiring manager authority for Housing & Residence Life with Human Resources.
  • Manage onboarding logistics for new staff including telephone directory and extension management, technology procurement, business cards, name tags, etc.
  • Coordinate departmental special events and functions.
  • Coordinate HRL meeting space reservations.
• Serve as administrative support for Housing and Residence Life functions including staff recruitment, hiring, onboarding, training, recognition, and offboarding.
  • Manage administrative aspects of Resident Assistant recruitment and hiring including room reservations, website management, material preparation, record-keeping, contract auditing, and report generation.
  • Maintain personnel records for Resident Assistant, Community Director, and other Residence Life staff.
  • Manage and regularly audit employment, distribution, and protected access rosters.
  • Maintain Residence Life/Education staff systems including Blackboard, MailChimp, EMMA, and associated CMS web pages.
  • Collect benchmarking information and provide reports.
• Provide clerical support for Housing and Residence Life.
  • Provide customer service for students and prospective students of a complex nature, as well as to outside agencies, visitors, parents, etc. This includes daily phone and email coverage for departmental lines and inboxes.
  • Respond to phone, email, and in person inquiries; interpret and provide explanations of associated University and departmental policies and procedures; refer individuals to appropriate resources.
  • Complete purchasing, financial transaction, and bookkeeping duties including reimbursements, account transfers, accounts payable and receivable, and reconciliation.
  • Assist with budget planning and purchasing. Monitor and review departmental budget reports.
  • Coordinate conference registration/travel/purchasing/reconciliation for Housing and Residence Life staff.
  • Assist with hiring, training, supervision, and evaluation of student and temporary employees.
  • Assist with Housing and Residence Life website management.
• Complete other duties assigned by manager.

Non-Essential Functions:

• Support content coordination for divisional communications in collaboration with department staff.
• Assist with recognition events, training sessions, and wellness campaigns.
• Participate in campus committees or task forces representing the AVP’s office or Housing and Residence Life.

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Experience in higher education.
• Supervisory experience.
• Experience collaborating across multiple functional units or departments.
• Project Coordination experience.
• Bookkeeping and accounting experience.
• Excellent problem solving and decision-making skills.
• Experience with Housing Management and Student Information systems.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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