Northeastern University
Administrative Assistant, Housing and Residential Life
Northeastern University, Oakland, California, us, 94604
About the Opportunity
ORGANIZATIONAL RELATIONSHIPS:
Reports to: Director of Housing and Residential Life
Summary of Position:
The Administrative Assistant of Housing and Residential Life coordinates administrative functions for the Director of Housing and Residential Life and the department of Housing and Residential Life. This position serves as the primary liaison for the Director of Housing and Residential Life with key offices across the University. The Administrative Assistant of Housing and Residential Life supports the operations of the department and its various office spaces and is responsible for completing daily tasks that meet the needs of the residential student population and program.
Essential Job Functions:
Administrative Support
* Support Housing and Residential Life hiring processes, onboarding, and staff transitions
* Perform a variety of administrative support duties in support of the Housing and Residential Life department and communicates financial, human resources, and student payroll information with discretion to related departments as needed
* Serve as the front-line staff person for the Housing and Residential Life office, including answering and directing phone calls, receiving students and visitors, and receiving and coordinating delivery of time-sensitive packages
* Serve as a liaison with various campus departments regarding coordination of meetings, timely communication, and other activities
* Understand and assist with administrative components of core processes such as housing assignments, submitting work orders, check-in and check-out of residence halls, and student conduct hearings
* Answer questions about residential student matters including housing rates and deadlines, meal plan options, and housing policies
* Answer questions about student conduct-related matters and processes
* Assist as needed at programs and events sponsored by the Housing and Residential Life department
* Manage special programs and events relating to Housing and Residential Life as assigned
* Edit and proofread department-related materials for publication such as promotional materials, brochures, and annual reports
* Support Housing and Residential Life staff during recurring processes such as Resident Assistant (RA)/Community Assistant (CA) training, opening, move in, move out/closing, etc.
* Attend central staff meetings and supervision with supervisor
* Participate in departmental meetings, retreats and campus committees
* Other duties as assigned by supervisor
Fiscal Management
* Maintain general accounting records for budgets and expenditures, including tracking budgets, programming, or initiatives as requested
* Prepare student payroll forms as requested
* Reconcile Concur P-Card transactions, reimbursement requests, and support staff in reconciliation reports
* Survey monthly expenditure reports and submit corrections to finance office
* Compose and track journal entries
* Clarify finance policy changes, best practices, and technology updates to Housing and Residential Life department
* Manage P-Card applications for new and continuing staff
* Manage payment and related communications to all outside contracts, vendors and campus offices
Required Knowledge, Skills, and Abilities:
* Maintain confidentiality of sensitive information
* Knowledge/operation of copier and various office machinery
* Knowledge/operation of Microsoft Office, including Microsoft Outlook, Word, Excel, and Teams
* General computer skills and ability to learn new computer software such as housing data systems, Banner, etc.
* Office administration and bookkeeping procedures
* Telephone techniques and etiquette
* Exceptional customer service
* Establish and maintain effective and productive working relationships within a diverse and multicultural environment
* Support and meet deadlines of multiple long- and short-term projects
* Problem-solving, resourcefulness, and thinking creatively
* Excellent oral and written communication
Education and Training:
Required:
* Two years of experience in an administrative position
Preferred:
* Associates degree or equivalent education and experience
* Experience working in higher education settings
Physical, Mental and Environmental Demands:
* Work may occasionally involve evening or weekend availability.
* Work involves sitting for long hours and using office equipment.
* Work requires bending to adjust or work with office equipment and assisting with program and event set up.
* Work occasionally requires physical exertion such as lifting heavy objects over 50 pounds.
* The incumbent will be located in a busy, open office area. Interruptions and meeting with a variety of people will be required on a regular basis.
* There are a number of deadlines associated with this position, which may cause significant stress.
The expected hiring rate for this position is $29.19.
Position Type
General Administration
Additional Information
Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.
Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more information.
Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.
To learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.
ORGANIZATIONAL RELATIONSHIPS:
Reports to: Director of Housing and Residential Life
Summary of Position:
The Administrative Assistant of Housing and Residential Life coordinates administrative functions for the Director of Housing and Residential Life and the department of Housing and Residential Life. This position serves as the primary liaison for the Director of Housing and Residential Life with key offices across the University. The Administrative Assistant of Housing and Residential Life supports the operations of the department and its various office spaces and is responsible for completing daily tasks that meet the needs of the residential student population and program.
Essential Job Functions:
Administrative Support
* Support Housing and Residential Life hiring processes, onboarding, and staff transitions
* Perform a variety of administrative support duties in support of the Housing and Residential Life department and communicates financial, human resources, and student payroll information with discretion to related departments as needed
* Serve as the front-line staff person for the Housing and Residential Life office, including answering and directing phone calls, receiving students and visitors, and receiving and coordinating delivery of time-sensitive packages
* Serve as a liaison with various campus departments regarding coordination of meetings, timely communication, and other activities
* Understand and assist with administrative components of core processes such as housing assignments, submitting work orders, check-in and check-out of residence halls, and student conduct hearings
* Answer questions about residential student matters including housing rates and deadlines, meal plan options, and housing policies
* Answer questions about student conduct-related matters and processes
* Assist as needed at programs and events sponsored by the Housing and Residential Life department
* Manage special programs and events relating to Housing and Residential Life as assigned
* Edit and proofread department-related materials for publication such as promotional materials, brochures, and annual reports
* Support Housing and Residential Life staff during recurring processes such as Resident Assistant (RA)/Community Assistant (CA) training, opening, move in, move out/closing, etc.
* Attend central staff meetings and supervision with supervisor
* Participate in departmental meetings, retreats and campus committees
* Other duties as assigned by supervisor
Fiscal Management
* Maintain general accounting records for budgets and expenditures, including tracking budgets, programming, or initiatives as requested
* Prepare student payroll forms as requested
* Reconcile Concur P-Card transactions, reimbursement requests, and support staff in reconciliation reports
* Survey monthly expenditure reports and submit corrections to finance office
* Compose and track journal entries
* Clarify finance policy changes, best practices, and technology updates to Housing and Residential Life department
* Manage P-Card applications for new and continuing staff
* Manage payment and related communications to all outside contracts, vendors and campus offices
Required Knowledge, Skills, and Abilities:
* Maintain confidentiality of sensitive information
* Knowledge/operation of copier and various office machinery
* Knowledge/operation of Microsoft Office, including Microsoft Outlook, Word, Excel, and Teams
* General computer skills and ability to learn new computer software such as housing data systems, Banner, etc.
* Office administration and bookkeeping procedures
* Telephone techniques and etiquette
* Exceptional customer service
* Establish and maintain effective and productive working relationships within a diverse and multicultural environment
* Support and meet deadlines of multiple long- and short-term projects
* Problem-solving, resourcefulness, and thinking creatively
* Excellent oral and written communication
Education and Training:
Required:
* Two years of experience in an administrative position
Preferred:
* Associates degree or equivalent education and experience
* Experience working in higher education settings
Physical, Mental and Environmental Demands:
* Work may occasionally involve evening or weekend availability.
* Work involves sitting for long hours and using office equipment.
* Work requires bending to adjust or work with office equipment and assisting with program and event set up.
* Work occasionally requires physical exertion such as lifting heavy objects over 50 pounds.
* The incumbent will be located in a busy, open office area. Interruptions and meeting with a variety of people will be required on a regular basis.
* There are a number of deadlines associated with this position, which may cause significant stress.
The expected hiring rate for this position is $29.19.
Position Type
General Administration
Additional Information
Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.
Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more information.
Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.
To learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.