Housing & Residential Life Executive Office & Administrative Specialist for Residential Life & Housing Properties
The Executive Office & Administrative Specialist is responsible for the management and coordination of projects related to Residential Life and Housing Properties. The Executive Office & Administrative Specialist is supervised by the Associate Director of Residential Life and the Coordinator of Housing Properties and works collaboratively with staff in both units.
Business Operations and Process Management - 50% ? Coordinate Housing Property communication and customer service. Serve as primary point of contact for Pillsbury Court (PC) and the West Bank Townhouses (WBTH). ? Provide leadership to marketing of PC and WBTH. Ensure high occupancy is maintained. ? Responsible for managing the PC and WBTH application, move-in, leasing, and vacate processes. ? Manage the verification process for PC and WBTH applicants to ensure they qualify for residency in requested property. ? Manage and maintain all data and files associated with PC and WBTH. ? Develop and coordinate monthly communication to tenants and the collection of delinquent rent payments from Housing Properties tenants. ? Manage residential curriculum messaging including the weekly Gopher It readers. ? Manage the ordering, inventory and distribution of uniforms for departmental student employees and professional staff. ? Coordinate Central Housing office supply inventory and manage requests to ensure financial stewardship. ? Manage the process and timelines associated with color printing for Residential Life. Design, implement, and evaluate protocols and processes. ? Manage Residential Life, Pillsbury Court, and some departmental events, including invitations, room reservations and food.
Administrative Support - 30% ? Coordinate interview schedules and paperwork for professional staff searches within Residential Life and Housing Properties. ? Coordinate elements of student staffing and training processes. Serve as administrative and logistical support for the Residential Life Student Staffing Committee. ? Create reports for student behavior and student staffing processes. ? Provide reports for campus partners. ? Provide assistance for all Residential Life processes and messaging including student Move In/Move Out. ? Process employment paperwork and bi-weekly payroll for student staff within Residential Life. ? Serve as payroll back up to the Associate Administrator. ? Coordinate use and organization of Central Housing storage areas. ? Manage the inventory and check out/in processes for equipment and resources within Central Housing. ? Maintain accurate directories for the department. ? Other equivalent responsibilities as assigned.
Technology - 15% ? Manage updates for all Housing Property and Residential Life web pages on the Housing & Residential Life website. ? Maintain accurate departmental information on the university directory. ? Facilitate requests and manage Digital Display boards content for the department. ? Coordinate central Residential Life and Housing Properties Salesforce responses. ? Provide oversight and continuity for the Residential Life Google drive and shared drives for both units. ? Maintain current building floor plans. ? Update RMS and Google Drive Documents to reflect changes in PC and WBTH Occupancy.
Supervision - 5% ? Recruit, hire, train, supervise and evaluate student administrative staff for Housing Properties & Residential Life central office.
Work Environment: Work is performed mainly in an office setting.
Salary Range: $17.86 - $18.96
Minimum Qualifications: (Knowledge, skills and abilities)
At least four years office experience and/or education/training beyond high school is required. Applicant must have excellent organizational skills and experience working with administrative operations and procedures; experience with customer service; and use and demonstrate proficiency with Google office applications and Microsoft Office suite. Experience with event planning and coordination.
Preferred Qualifications: (Knowledge, skills and abilities)
Administrative experience in a university setting. Ability to adapt workflow patterns to manage several projects at once, and meet multiple deadlines. Experience with business writing/editing, experience working with customer management software, and experience with updating website content. Excellent professional and interpersonal communication skills, strong written and verbal communication skills. Ability to work with a diverse University of Minnesota population. Ability to grasp new ideas. Demonstrated ability to learn new software. Ability to direct staff and students to solutions. Demonstrated ability to work as a team member.
Internal Number: 329987
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.