LAMSON HALL - Admin Asst Lamson Hall
Hourly 3/4-time (30-34)
The Undergraduate Residence Hall Administrative Assistant uniquely provides influence in a centralized, non-disciplinarian role. In addition to performing a wide range of secretarial responsibilities and administrative functions, the person works closely with the deaning staff in responding to the needs of residents and other staff. He/She is responsible for the residence halls in the absence of the deans. He/She reports directly to the Dean for Undergraduate Residence Life on all duties and responsibilities unless otherwise indicated.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in the full position description 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.
Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
DAILY (processes & needs that are likely occur every day)
WEEKLY (processes & needs that are likely to occur a few times per week)
- Maintains regular business hours in the Undergraduate Residence Halls (as assigned)
- Manages building functions as necessary in absence of available deaning staff
- Assists in residence hall supervision and meeting the needs of residents.
- Assists with mail processing and delivery as requested
- Performs a full range of general secretarial duties (directing traffic, answering phone, correspondence, making signs, etc.).
- Creates residence hall forms for Undergraduate Residence Life and maintains adequate supply.
- Serves as Network Coordinator for Undergraduate Residence Life (telecommunications liaison, equipment room operation, ITS communication).
- Responsible for record keeping and handling money involved with the Health Club, Copy Cards, etc.
- Maintains and organizes Undergraduate Residence Life’s office supply and RA supply rooms.
- Schedules Lamson and Meier facility rental and handles any related income.
- Talks with students and uses personal judgment to make decisions or refer situations.
- Trains, schedules, and supervises student workers.
- Runs residence hall errands.
- Prepares correspondence to and keeps updated records of residence halls students.
- Assists with maintenance of the security system card access.
MONTHLY (processes & needs that are likely to occur a few times per month)
- Maintains, orders, and inventories Lamson and Meier Hall/guest room keys.
- Maintains Lamson and Meier’s emergency medical supply stock.
- Assists with residence hall programs as directed.
- Keeps inventory and orders/purchases all Lamson and Meier office supplies.
- Assists with Lamson and Meier resident roster print-outs on a weekly basis after confirming roster accuracy.
YEARLY (processes & needs that are likely to occur once or twice per year)
- Functions as dean on duty as requested/necessary in the absence of the deans.
- Approves special leave and overnight leave requests according to residence hall policy.
- Orders gifts/flowers for employee recognition or special events as directed (i.e. birthdays, engagements, death in family, baptisms, etc.)
- Assists with the Lamson and Meier summer comprehensive room inventory.
- Assists with RA Retreat materials preparation.
- Assist the Housing Coordinator and deans staff with the Freshman Move-in experience
- Assist the Housing Coordinator with the end-of-semester Student Check-out experience
- Assist Housing Coordinator with the “All-In” Housing Fair
- Assist Housing Coordinator in coordinating & performing student housing calls as directed
- Assist the Housing Coordinator with the annual Student Retention Survey
Supervises 2-5 student secretaries directly and 30-40 desk receptionists indirectly.
- Supervises 30- 40 Front Desk Receptionists indirectly
- Supervises student secretaries directly (approx. 2-5 students)
- Supervises Health Club Desk Receptionists indirectly
- Supervises Resident Advisor Staff indirectly
EDUCATION and/or EXPERIENCE
Associate’s degree (A.A.) or equivalent from a two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience. A Bachelor’s degree or 2 years of experience is preferred.
Initiative in decision making is required; however, discrimination in knowing when to consult for advice is also required. Serious decisions are referred to a dean.
COMMUNICATION AND LANGUAGE SKILLS
Basic English reading, writing, and communication skills are necessary. Ability to read, comprehend, and interpret documents such as instructions, correspondence, memos, job descriptions, safety rules, maintenance instructions, products usage instructions and procedures manuals. Ability to write simple correspondence, memos and routine reports. Ability to communicate effectively using good public relations skills with one-on-one, small group situations, employees, residents, other departments, businesses and contractors.
Ability to add, subtracts, multiply and divide in all units of measure, using whole numbers common fractions, and decimals. Ability to compute rates, ratios, proportions, percentages and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out a variety of instructions furnished in written, oral, diagram or schedule form. Ability to solve problems and deal with a variety of variables in a variety of circumstances regarding organizational decisions, priorities, time lines, and interpersonal conflicts.
Must be a Seventh-day Adventist in good and regular standing.
Must be comfortable interacting with students, parents, and other campus entities on a regular basis. Must exhibit patience, compassion, and understanding in stressful situations.
The job often requires full use of all body senses and most limbs of the body for office work such as data entry, duplication, walking, climbing stairs, listening, and observing both body language and environmental factors. The job also requires sharp mental skills and emotional balance.
The Undergraduate Residence Hall Administrative Assistant must be able to handle prescribed daily tasks while accommodating constant interruptions. An environment that houses 600 will be more inconvenienced with construction, repairs to basic life-support systems, and environmental factors than most of the rest of the campus. For example, a campus department may close down for a portion of the summer to accommodate a building project, a residence hall committed to providing year-round housing may not. A campus department is not severely inconvenienced by a power outage at night, water being turned off, a computer system down for upgrade, etc. but a residence hall housing 600 persons with 600 individual study and sleep schedules is.
In addition to the usual requirements for those maintaining a busy office, those in residence life create the environment for the life of a huge population. They are held responsible not only for the running of the office, but for the running of the program. They are held accountable by residents, parents, and the rest of the campus. They are viewed, when convenient to others, as being responsible for the behavior and values of their residents.