Administrative Assistant

Job Description

Reporting to the Director of Residential Education and the Dean of Residential and Dining Services, the Administrative Assistant actively supports a student-centered operation that serves the growing residential communities of Stevens.  The Administrative Assistant is responsible for the main, Residential Education (Res Ed) and Residential and Dining Services (RDS) office operations.

This includes providing support on behalf of both offices to current and prospective students and their families, guests, and partners in and beyond the Stevens community with a commitment to professionalism and customer service. 

Essential Responsibilities


* Provide administrative support to Res Ed and RDS staff members as needed, including scheduling meetings and managing calendars, coordinating travel arrangements, processing expense reports, etc, when appropriate.


* Greet visitors in a welcoming manner and provide direction to the appropriate staff member.


* Manage incoming calls to the Res Ed and RDS main phone lines and provide basic information; direct calls appropriately.


* Work with University Events, Catering and Physical Plant to organize set-up for department meetings and events.


* Organize and copy materials needed for meetings and events.


* Monitor and order office and programming supplies, documents, files, and equipment.


* Work in coordination with Residential and Dining Services to ensure that the Roompact software is current with resident information.


* Support staff with move-in and move-outs during the academic year, including issuing and collecting keys.


* Assist with purchasing and reconciling purchases in the Concur and Kuali systems.


* Assist in maintaining vendor contracts such as Roompact and SkyFactor.


* Maintain a professional level of conduct, appearance, and attire at all times.


* Perform other duties as assigned.


* Ability to work occasional evenings or weekends, as needed.

Qualifications


* Bachelor’s degree preferred.


* At least two years of previous experience working in an administrative assistant-related role in a customer service focused environment are preferred.

Knowledge and Skills


* Must enjoy working with a college student population.


* Strong interpersonal skills with the ability to deal with challenging situations in a diplomatic and calm manner, maintaining a customer service orientation at all times, using discretion when accessing and handling confidential information.


* Possess an understanding of basic computer applications: proficiency in Word, Outlook, Excel, and PowerPoint.


* Possess excellent organizational, time management, and communication skills (oral and written) with specific emphasis on strong written communication skills.


* Demonstrate an openness to learning new technology and using technology effectively.


* Ability to prioritize and meet deadlines.


* Self-starter with abi...