Sr. Administrative Coordinator

• Responsible for assisting the Executive Director and the Director of Residential Life with the oversight and reconciliation of general operating budgets of over $500,000, including but not limited to: invoice tracking, payments, handling transactions with external vendors, and tracking and resolving budget discrepancies.

• Track and reconcile Procurement Card expenses for Residential Life staff by allocating expenses against budgets and reviewing and researching receipt documentation. Also track and reconcile petty cash funds, reviewing hundreds of receipts a month to determine eligibility for reimbursement, and other processes deemed relevant.

• Keep meticulous, filed, documentation around receipts, petty cash, J-Card usage, payout, travel, and reimbursements for reference and auditing purposes.

• Responsible for advising the Residential Life team in responsible management of their allocated budgets.

• Assist with creating and facilitating budget management and administrative task training for the Resident Advisors at various times of year (August training, mid-year hires, January training, etc).

• Partner with the J-Card Services office to facilitate the J-Card Purchasing Card program in the Office of Residential Life, ensuring all usage receipts are cross-checked and managed appropriately.

• Manage timesheets, process weekly student payroll in SAP, process new hire ISR’s and employment records for Office Assistants and Resident Advisors, maintaining their personnel and payroll files.

• Review and prepare travel arrangements, travel advances and reimbursements for Residential Life staff and prospective job candidates.

• Manage confidential Human Resources information for the department including payroll, tax forms, travel, and personnel records.

• Maintain office equipment leases and prepare purchase requests for office supplies.

Publications, Social Media, and Website Maintenance

• Update all rosters, student employment forms, and publications to reflect the current professional and student staff.

• Utilize knowledge of website design, including interactive web features, video, audio, and flash components to bring the Residential Life website in line with University communication standards and themes.

• Responsible for ongoing development, maintenance, and evaluation of the departmental website, ensuring compliance with University branding and standards; assure all posted information is current and accurate and that all links function properly.
• Remain current with web-based technologies, university systems, and make suggestions and improvements based on researched best practices.
• Produce highly polished marketing materials, including but not limited to: flyers, banners, calendars, and brochures utilizing design software (i.e. Photoshop, Illustrator, Publisher, Photoshop, or other similar software packages).
  

• Coordinate the ordering of marketing and promotional material production, from design to execution.
  

• Assist with creation or coordination of documents, data, reports, or presentations for the Executive Director and Residential Life central office staff as requested.
  

• Serve as a resource for Resident Advisors and campus partners to help increase student engagement and enhance the undergraduate experience.
  

• Other duties and special projects as assigned.

Special Knowledge Skills & Abilities

• Excellent oral and written communication skills.
• Strong organization skills.
• Ability to work effectively with a diverse population.
• Ability to interact with students, staff, parents and administrators at all levels.
• Ability to create marketing materials, brochures, correspondence, and reports.
• Work with and reconcile financial accounts.
• Analyze and evaluate operations and develop and implement corrective action to resolve problems.
• Communicate effectively, both verbally and in writing.
• Ability to effectively handle multiple tasks, prioritize directives from several different sources, complete projects within given time frame, and
• Ability to organize daily workload according to new and developing situations.
• Ability to establish and maintain effective working relationships with teams, other university staff, students, and the general public
• Proficiency in Microsoft Office, Excel, Graphic and Web design.
• Experience with Adobe CS (Illustrator, InDesign, Photoshop), Canva, etc. and an aptitude with technology with the ability to learn new programs quickly.