Administrative Specialist for Residential Experience

Administrative Specialist for Residential Experience
University of Puget Sound
Job ID: 6249
Location: Residential Experience
Full/Part Time: Part Time
Regular/Temporary: Regular

Staff Posting Details
Appointment: regular, part-time, 0.8 FTE (32 hours per week).

Position Summary:

Provides administrative support for the Residential Experience department consisting of the Office of Residence Life and the Office of Rights and Responsibilities. Provides daily support to the Residential Experience department and serves as general office manager. The Residential Experience office is a major hub on campus. This person must be able to work in a fast-paced and quickly changing environment.

Essential Job Functions and Responsibilities:

Administrative Support for Residential Experience:

Provide Administrative Assistance to:

• Associate Dean of Students of Residential Experience
• Director of Rights and Responsibilities
• Associate Director of Residence Life
Assistant Director for Residence Life and Functional Analyst

Manages office reception, protocols, and policies:

• Ensure daily telephone, in-person, and electronic inquiries from students, parents, other staff members, and offices for Residence Life and Rights and Responsibilities are routed and/or responded to promptly.
• Responsible for fielding questions about all areas of Residence Life and Rights and Responsibilities, programs and events, general questions about Puget Sound, and parent/guardian inquiries about their student's needs.
• Collaborate with staff members across campus, including but not limited to: the Registrar's Office; Facilities Services; Division of Student Affairs; Counseling, Health, and Wellness Services; Student Financial Services; Finance; Admissions; and Dining and Event Services.
• Manage director's calendars.
• Take minutes at Residence Experience staff meetings and Director's meetings.
• Maintains webpages, social media, databases, and files for Residence Life and Rights and Responsibilities to include annual archiving, rotating, and shredding files.
• Office management, including inventorying and ordering supplies.
• Tabulates surveys and evaluates results.
Other duties as assigned.

Residence Life:

• Respond to inquiries from students, families, and staff. Provide information regarding housing policies and procedures to staff, parents, students, and other constituents to provide effective customer service and interface.
• Utilize and enter data for the Residence Life housing application database.
• Works with Resident Directors to support the room change process.
• Process residential billing process for all on-campus residents.
• Assist with paperwork, organizing, tracking, and other tasks associated with student leader and professional staff selection and hiring processes and student leader and professional staff training processes.
Support various processes such as Late Departures and Early Arrivals.

Supervisory Responsibilities

• Responsible for hiring and supervising four student staff office assistants.
Supervisory duties include assigning/overseeing/directing work, onboarding and continued coaching, conducting performance reviews, responding to complaints and taking action, developing staffing schedules, and approving timesheets.

Budget Responsibilities

• Maintains receipts, records income/expense, and reconciles through the preparation of Fall/Spring BVR for Residence Life and Rights and Responsibilities offices.
• Maintains receipts and records income/expense to RHA/Hall Gov
• Manage Departmental Procurement Cards
• Daily check-in/out (ensuring all necessary documentation has been submitted):
  • 8 Residence Life cards for student leader use
• Reconcile 17 Procurement Cards
  • 8 Residence Life cards for student leader use
    • Enter a description, account coding, and check for USE tax
  • 9 cards assigned to the departmental staff
    • Check/enter description, account coding, and check for USE tax

Prepared contracts as needed
Qualifications:

• Bachelor's degree or equivalent combination of education and work experience preferred.
• Computer skills including; word processing, database, and spreadsheet management. Experience with PeopleSoft is preferred.
• Excellent customer service skills and ability to be front-line crises manager and referral source.
• Exceptional organizational skills, follow-through, and ability to multi-task.
• Ability to take initiative, work independently and collaborate with others.
• Ability to be flexible and adapt to changes as they arise.
• A commitment to equal opportunity/affirmative action.
• High degree of integrity and confidential treatment of sensitive information.
Ability to respectfully work, communicate, and provide leadership within a diverse campus community.

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits

Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

Resume Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks. All new hires will be required to submit proof of current COVID-19 vaccination (including booster) or receive an approved medical or religious exemption from the university.

Diversity Statement:

We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives. We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community. We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.


How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment

About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA



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