Administrative Specialist for Housing & Residence Life

Fairfax, VA
Commensurate with education and experience.
Mar 22, 2022
May 29, 2022
Full Time
Administrative Specialist for Housing & Residence LifeGeorge Mason University's University Life (UL) is hiring an Administrative Specialist to work with the Housing & Residence Life (HRL). George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment.About Housing & Residence Life (HRL): Housing & Residence Life (HRL) is a self-supporting auxiliary organization within the University Life unit of George Mason University. HRL serves a highly diverse population of approximately 6,200 students, the majority of which are undergraduates living in traditional, suite and apartment-style residence halls in three campuses within the vibrant Northern Virginia area. HRL employs over 170 full-time and graduate staff and over 350 undergraduate student staff. HRL is committed to provide a safe, well-maintained student-centered environment that is innovative and inclusive of a global community. It is dedicated to creating a home that enriches the experiences of our students, staff and faculty.Responsibilities:An Administrative Specialist for Housing & Residence Life at George Mason University fulfills three primary areas for the department: Customer Service & Office Management, Administrative & Clerical, and Student Office Assistant Supervision.The Administrative Specialist will work in a team with one or two other Administrative Specialists to oversee the daily management of the Housing & Residence Life desks in Eisenhower and Piedmont/Tidewater Halls. As a part of this team the Administrative Specialist will serve as a front-line representative for residential students, parents & families, faculty & staff, and campus visitors. They will co-supervise and manage the student staff that staff the Housing Desks and is responsible for serving as administrative/clerical support for the professional staff in the assigned area.The Administrative Specialist will report directly to the Assistant Director of Residence Life for Summer & Hospitality Operations.Customer Service & Office ManagementOversee the daily operations of assigned Housing & Residence Life desk ensuring a professional and efficient environment for all students, staff, and visitors;Assist residential students, faculty & staff, and other guests with questions or concerns related to Housing & Residence Life through in-person and over-the-phone interactions;Collaborate with other Housing & Residence Life administrative staff to provide thorough and professional responses to all inquiries received at the official departmental e-mail addresses;Ensure that the assigned desk and surrounding area remain neat, clean, and free from safety or egress issues; report maintenance and housekeeping concerns as necessary;Assist residential students with lockouts by distributing keys or encoding cards via the access control system;Oversee various fiscal processes related to student billing including but not limited to, lockout and key charges, room damage billing charges, and damaged/lost equipment charges;Receive work orders from residents and submit all requests into the SchoolDude platform; directly contact maintenance and housekeeping staff for urgent issues;Assist in preparing the assigned desk for semester openings, closings, and holidays that may impact typical staffing assignments and services;Actively support and comply with all University policies, HRL regulations and departmental vision and goals; andAssist with large-scale HRL events such as residence hall opening and closing each semester, summer student move-in/out, etc.; evening and weekend hours may be required during these times.Administrative & ClericalAssist the Residence Life Staff with weekly purchasing requests for residence hall programs; follow all applicable fiscal policies to procure supplies through eVA and other approved vendors;Oversee the space reservation system via 25Live for all residence hall MPRs in assigned area; communicate with external partners and groups about reservations requests;Ensure that the assigned desk/office area is well-stocked with essential supplies at all times; order and restock items as needed;Manage all residence hall key inventories, lock re-core requests, and lock change billing; perform regular audits to ensure all keys are accounted for and functioning;Assist the Residential Services team with preparing residence hall keys/cards for new arrivals and room changes;Collaborate with the Residence Life Team to ensure all resident Room Condition Reports (RCRs) are properly completed at the start of each semester; assist with RCR updates as room changes and move-outs occur;Assist in the organization and maintenance of confidential student files;Review the HRL Student Staff Daily Log and follow up on any questions, concerns, or issues as necessary;Develop, communicate, and maintain systems and procedures for desk management in collaboration with the Assistant Director of Residence Life for Summer & Hospitality Operations; andOther duties as assigned by the immediate supervisor or designee.Student Office Assistant SupervisionSupervise the student Offices Assistants (OAs) assigned to the designated HRL desk; provide indirect supervision and leadership to other HRL student staff assisting at the desk during business hours;Provide ongoing feedback and guidance to student Office Assistants; complete performance evaluations for student staff in assigned area each semester;Assist with the annual recruitment and selection process for Housing & Residence Life Student Staff, including but not limited to facilitating candidate interviews, co-leading information sessions, and designing marketing materials;Oversee the weekly and monthly scheduling of Office Assistant desk shifts to ensure equal distribution of tasks and work hours among the student staff; andReview and approve timesheets for Office Assistants in the assigned area on a biweekly basis.Required Qualifications:Extensive administrative support experience in a high traffic office environment;Excellent oral and written communication skills;Proficiency with the Microsoft Office Suite, e-mail, and internet;Excellent organizational and clerical skills;Demonstrated ability to utilize, and learn, computer programs/applications;Demonstrated ability to work autonomously and with others in a fast-paced, ever-changing environment; andPositive team player focused on customer service.Preferred Qualifications:Associate's Degree or higher preferred, or equivalent level of education and experience; andPrevious full-time experience in an administrative support or office management role is strongly preferred.

For full consideration, applicants must apply at; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

"Great Careers Begin at Mason! George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education.Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at!George Mason University, Where Innovation is Tradition."

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

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