Reporting to the Assistant Director of Assignments, Data and Logistics, this position is responsible for complex tasks associated with all operational aspects of the Department of Residential Living & Learning. Serving as the manager and primary contact for the office, this individual interacts with constituents (internal and external) on a daily basis, providing information and making appropriate referrals. The position is responsible for maintaining day-to-day general departmental office operations, key management, reception desk for the department, and supporting administrative operations. Primary liaison for student employment and payroll.
Residential Living and Learning utilizes a residential curricular approach to enrich student learning and foster inclusive and engaging communities. Through this framework, a defined set of learning goals and outcomes guide our team to stay focused on the established Educational Priority: As a result of living on campus, Residential students will develop their personal growth, independence, social responsibility, and sense of belonging.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
- Responsible for the daily management of general office operations and management of the front reception desk and supervises, trains, evaluates, and schedules office assistant staff (undergraduate students)
- Lead day-to-day management of keys, key issues, and key related billing
- Ensure exceptional customer service to students, families, visitors, and Stetson community through management the department email account, voicemail, and ensure prompt, efficient response as well as walk in services
- Maintain privacy based on established University and departmental policies and procedures
- Serve as frontline for concerns from parents and students regarding housing processes, assignments related processes and concerns
- Primary contact for canteen vending service and laundry vendor; rectify ongoing machine and system issues
- Approve and manage room reservations in the residential facilities
- Student staff employment and payroll paperwork (approximately 80 employees)
- Maintain inventory of office supplies and procure residential engagement materials for resident education team
- Process first level residency requirement exemption requests
- Maintain an accurate inventory of all technology equipment and plan for life cycle replacements of equipment
- Assist the Assistant Director of Assignments, Data and Logistics in the management of all functions relating to room assignments, self-selection, room change, and room inspections processes as it relates to the Residence by Symplicity
- Support maintenance of the department website, communications, and social media – back up
- Performing general administrative and clerical duties, including scheduling meetings, making travel arrangements, ordering supplies, updating departmental listservs, assist with professional staff searches, etc. for the Executive Director and professional staff in the department
- Performs other site and position specific functions as assigned
MINIMUM EDUCATION: High School Diploma/GED; some college preferred
Required Skills
- Able to work well under pressure and multi-task effectively. Must be flexible and adaptable to changing conditions
- Clear communicator with ability to convey information in a concise manner
- Outstanding organizational skills with ability to work without supervisory intervention
- Ability to work independently with a high degree of initiative and collaboration as a part of a small and innovative team
- Desire to work within a team of professionals to create and maintain an effective residential living program
- Maintain a positive outlook and motivated to learn new skills and technologies
- Able to maintain confidentiality and monitor appropriate information security measures
- Ability to clearly explain and act in accordance with the terms of FERPA regulations for protection of student records
- Strong interpersonal skills with ability to establish and maintain effective working relationships with department stakeholders (e.g. students, staff, faculty, alumni, vendors, etc.).
- Advanced computer skills and ability to work with all aspects of Microsoft Office Suite including Outlook, Word, Excel and Power Point
- Understanding of privilege, power, marginalization, and oppression and how those manifest personally, interpersonally, structurally, and institutionally
- High school graduate required, some college experience or bachelor’s degree in business, management, communications, or a related field preferred
Required Experience
- Minimum of three years of office management and customer service experience is required
- Demonstrated planning and priority management techniques to meet commitments aligned with department goals
- Experience with supervision or employee training
- Demonstrated commitment to justice, equity, diversity, and inclusion
- Demonstrated ability to connect and building meaningful relationships with diverse identities
Salary Grade: 4
Completed COVID-19 Vaccine status required