Administrative Assistant (81809) at Iona University in New Rochelle

Job description

The Administrative Assistant is a full-time, non-exempt position that provides essential administrative support for the Office of Residential Life. This staff person is key to the internal support of the professional and paraprofessional staff as well as responding to outside constituencies. The Administrative Assistant reports directly to the Director of Residential Life. Hours vary but traditionally are 9 am-5 pm (M-F) exceptions are during peak periods such as move-ins, special evening events, etc. Overview General support to staff - Provide general support to the Office of Residential Life professional staff including but not limited to the Director, Assistant Directors, and Residence Hall Directors. This includes but is not limited to, scheduling appointments and maintaining calendars, arranging and confirming meetings, travel schedules, accommodations, and budgets. Maintenance of office operations - Responsible for overall office operations such as maintaining and purchasing office supplies, files, and general office functions. Additionally, responsible for preparing correspondence, reports, various college forms, and other required materials. The Administrative Assistant will utilize StarRez, PeopleSoft, 25Live, and Maxient to assist with the day-to-day tasks. Sort and distribute mail for the office and maintain an overall organized and clean office. Act as a vendor liaison to ensure proper operation of office equipment and availability of supplies. Act as a positive liaison for the department - Answer phones, take messages, and route calls to appropriate personnel. Positively engage with students, parents, or staff/faculty who arrive at the office and assist with their requests and questions. The Administrative Assistant will act as a positive departmental liaison and initial resource to students, parents, vendors, and the greater campus community. Occupancy and financial records - Maintaining sensitive and confidential information with judgment and according to College policies. The Administrative Assistant will maintain accurate occupancy records, collect student fines or payments, and prepare deposit slips for all funds to be deposited with the Finance department. Additional support as needed - Provide support for special events (i.e. opening move-in, closings, training sessions, room selection, RA Selection, after-hour events, Commencement). The Administrative Assistant will provide support to the Division of Student Life as needed. Other duties as assigned. Assist with supervision and training of office assistants The Administrative Assistant will assist with the training, scheduling, and accountability of the student office assistants. This includes training the students on customer service practices, office operations, and referrals. Additional Areas of Oversight Evening and weekend work as required. Other duties as assigned. This is a full-time non-exempt position Qualifications Required Skills: Bachelor's Degree strongly preferred; prior work in Residential Life or Higher Education preferred Must be proficient with standard Microsoft Office applications and be conversant in all social media platforms. Preferred Experience: One to Two years of experience in higher education or related experience preferred Experience with faith-based organizations is a plus. About Iona University/EEO language Founded in 1940, Iona University is a master's-granting private, Catholic, coeducational institution of learning in the tradition of the Edmund Rice Christian Brothers. Iona's 45-acre New Rochelle campus and 28-acre Bronxville campus are just 20 miles north of Midtown Manhattan. With a total enrollment of nearly 4,000 students and an alumni base of over 50,000 around the world, Iona is a diverse community of learners and scholars dedicated to academic excellence and the values of justice, peace and service. Iona is highly accredited, offering undergraduate degrees in liberal arts, science, and business administration, as we