Administrative Assistant Office if Residential Life
The Administrative Assistant is responsible for assisting the Director of Residential Life in administrative matters relating to the overall management of the Office of Residential Life. The Administrative Assistant serves as a primary customer service point for students, families and guests, and has a collaborative and interactive relationship with College staff and faculty.
DESCRIPTION OF ESSENTIAL DUTIES:
- Serve as the first point of contact and provide customer service at the front desk for students, families, staff and faculty. (25%)
- Provide administrative support for the Director of Residential Life and other professional staff. (20%)
- Manage up to 4 student workers, including hiring, scheduling, training, supervising and payroll. (10%)
- Assist in the execution of residential life administrative processes including but not limited to: open room change, housing accommodations and exemptions, commuter applications, etc. (10%)
- Assist with the management, processing, tracking, and storage of all residential life keys. (5%)
- Manage mailings and supply inventory for the department and departmental staff. (5%)
- Assist in the coordination and organization of Residential Life student staff training, selection processes, and other major events. (10%)
- Support management of student records and communications, including mail merges and file system maintenance and assist with budget management. (5%)
- Compile and submit monthly department billing to Student Accounts. (5%)
- Provide support for College opening and closing functions. (5%)
- Complete other duties as assigned.
DESCRIPTION OF NONESSENTIAL DUTIES:
Organize a variety of internal special events to foster staff bonding and morale.
SUPERVISORY RESPONSIBILITIES: This position directly supervises between 2 - 4 student workers and carries out supervisory duties in accordance with college policies and applicable employment laws. Responsibilities include training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
QUALIFICATION REQUIREMENTS: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)
- Requires a minimum education including successful completion of 4 years of high school, or equivalent. Completion of two years of college or graduation from a two-year technical college with an Associate's Degree preferred.
- Requires a minimum of 1-3 years of similar administrative experience.
- Requires excellent oral and written communication skills to effectively communicate with students, parents/family members, faculty, staff and guests/community members.
- Requires the ability to use a personal computer and Web browser, including a working knowledge of Microsoft Office Suite and preferred knowledge of Jenzabar CX, Adirondack THD, and Workday.
- Requires the ability to work collegially in a team-oriented environment.
- Ability to exercise individual initiative, independent action, and sound judgment.
- Requires demonstrated ability to handle challenging situations with confidence and function effectively with frequent interruptions.
- Requires demonstrated expertise in the areas of organization, problem-solving and critical thinking.
- Requires knowledge of and the ability to use a variety of standard office equipment such as a telephone, computer keyboard, copier, scanner, etc.
PROTECTIVE CLOTHING REQUIRED:
PHYSICAL DEMANDS: (The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases "occasionally," "regularly," and "frequently" correspond to the following definitions: "occasionally" means up to 1/3 of working time, "regularly" means between 1/3 and 2/3 of working time, and "frequently" means 2/3 and more of working time.)
While performing the duties of this job, the employee is occasionally required to stoop, kneel, crouch and/or crawl and reach above shoulders. The employee is regularly required to stand and/or walk. The employee is frequently required to sit, talk and/or hear, and/or use hands to finger, handle, or touch objects, tools, or controls. There are no specific vision abilities required by this job.
WORK ENVIRONMENT: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.) Work is performed in an office environment at the Carthage Campus. The noise level in the work environment is moderate and typical.The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.
Founded in 1847, Carthage College combines an environment of reflection and self-discovery with a culture of high expectation, so that our students uncover and ignite their true potential. As a four-year private liberal arts college with roots in the Lutheran tradition, we place a strong emphasis on both moral and intellectual values. Our prime location in Kenosha, Wisconsin, midway between Chicago and Milwaukee, allows students the opportunity to learn in a professional context. Our beautiful campus, an 80-acre arboretum on the shore of Lake Michigan is home to 150 scholars, 2,600 full-time students, and 400 part-time students. Our rich academic experience equips students with foundational knowledge and skills, preparing graduates to be lifelong learners and to lead meaningful, productive lives.
Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status or status as an individual with a disability.