Make a Real Difference! Join the University of Delaware's Residence Life & Student Conduct team as an Administrative Support Specialist. This remote position is a fantastic opportunity to utilize your diverse skills and contribute to a vibrant campus community. We offer a competitive salary for your valuable contributions.
As an Administrative Support Specialist, you will play a vital role in supporting the mission of the Residence Life & Student Conduct office. You will provide comprehensive administrative assistance to staff, contributing to the smooth operation of the office and fostering a positive environment for our students.
Essential Duties & Responsibilities:
- Manage the department telephone, screen and route calls, and respond to inquiries according to established procedures.
- Maintain the electronic calendar and scheduling for the Assistant Dean of Students and other staff.
- Assist with departmental committee meetings, including scheduling, agenda development, and meeting correspondence.
- Manage student staff schedules and recommend personnel decisions (final decisions made by the Assistant Dean).
- Utilize 25Live software to assist with facility usage requests.
- Maintain electronic departmental records using Microsoft Office Suite, Outlook, Maxient, StarRez, and other relevant software.
- Greet, screen, and direct callers; answer phones, take messages, and respond to inquiries.
- Operate standard office equipment and software, including computers, printers, and copiers.
- Prepare check requests, reimbursement forms, purchasing card expense reports, journal entries, and invoice transmission forms.
- Screen, sort, and distribute mail, packages, and documents; determine appropriate action for each item.
- Collaborate with various departments to enhance departmental communications and effectiveness.
- Ensure proper maintenance of office equipment and order necessary supplies.
- Organize and maintain hard copy and electronic departmental files, including vendor correspondence and business paperwork.
- Prepare letters, reports, advertisements, and other written communications, ensuring accuracy in formatting, spelling, and grammar.
- Coordinate conference and travel arrangements for students and staff.
- Compile statistics, prepare reports, and create presentations using Microsoft Office applications (Excel, Word, PowerPoint).
- Maintain applications, contracts, and communication regarding Residence Assistants; process weekly time sheets and payroll-related matters.
- Provide additional support during housing openings/closings, summer conferences, and other peak times.
- Manage high volume of office traffic and interaction with the campus community; maintain a clean and professional office environment.
- Serve as an advocate for diversity and cross-cultural understanding to create a welcoming campus for all students.
- Perform other duties as needed.
Minimum Qualifications:
- Valid state driver's license required.
- 2-4 years of administrative experience in a service-oriented environment or equivalent combination of experience, training, and education.
- Mastery of Word, Excel, PowerPoint, desktop publishing, and internet search software.
- Willingness to become proficient in university software for budget management, residence hall management (StarRez), and confidential files (Maxient).
- Strong or intermediate skills in database software applications (DataTel, Colleague).
- Excellent communication skills (grammar, vocabulary) for telephone and written communications.
- Superior interpersonal skills with the ability to interact effectively with students, support, and professional staff in a high-volume office.
Preferred Qualifications:
- Bachelor's degree.
- Demonstrated knowledge and/or experience in Student Affairs, with student organizations, programming, and a commitment to professional standards.
- Prior experience in creating effective event marketing and promotions via social media platforms.
- Basic experience in event planning or a closely related field.
Physical Requirements &/or Unusual Hours:
- Occasional evening and weekend hours required.
- Lifting up to 25 lbs.
- Frequent walking, standing, and climbing stairs.
- Good manual dexterity.
- Ability to be mobile between workstations and other buildings on campus.
We are an Equal Opportunity Employer. The University of Delaware is committed to fostering an inclusive community. We encourage applications from all qualified individuals and do not discriminate based on protected characteristics. Some positions may be eligible for a hybrid or remote work arrangement.
Learn more about the University of Delaware: [Insert University Website Link Here]
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We Encourage You to Apply! Even if you feel you're not a perfect match, we'd still love to hear from you. We are looking for great people to join our friendly team.
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