Administrative Specialist, Residence Life and Housing at University of Delaware in Newark, Delaware

Posted in Other 9 days ago.





Job Description:


Job no: 499473

College / VP Area: Vice President for Student Life

Work type: Staff

Location: Newark

Categories: Administrative Support, Full Time



Pay Grade: 29E



Context of the Job:


Work under limited supervision of the Director of Residential Life Communities, support major residence hall programs and staff activities. Perform a wide range of support services and customer service activities related to housing for a large campus system comprised of over 45 residence halls housing 7,200 undergraduate students with over $68 million in annual transactions. Serve as primary administrative support and process coordinator for a wide variety of annual Resident Assistant and Residence Hall Coordinator recruitment, selection, and training processes; coordinate three UNIV courses; manage calendar and meeting scheduling, and prioritize inquiry response and routing for Sr. Associate, Associate, and Assistant Director.


Develop comprehensive employment candidate tracking and coordinate candidate correspondence for large student staff and full-time staff pools. Manage a wide array of logistics for multiple annual training programs involving several hundred staff members. Directly engage with student staff and RHC candidates to address needs in a manner that facilitates candidate retention. Develop student behavior tracking and reporting systems. Oversee student programming reimbursement and tracking systems. Serve as main point of reception for the residence hall staff office suite.


The Administrative Specialist is responsible for complex duties to ensure overall efficient implementation of departmental strategic and operational initiatives. These duties include conducting research; preparing reports; oversight, direction, and resolution of information requests; financial and human resources functions; and preparing correspondence frequently of a highly confidential and sensitive nature requiring the utmost discretion and tact in guarding confidentiality.


The Administrative Specialist interacts regularly with divisional administrators, university colleagues, students, the public, and members of diverse audiences on behalf of the Assistant Director to answer questions, provide information, and resolve issues that arise. A high level of independent judgment, organization, communication skills, discretion in handling confidential information, initiative, and problem-solving skills are required.


Provide support for campus-wide events sponsored by the department. Effectively respond to a wide variety of student, parent, and University community requests for information and assistance in an office with a call volume averaging 1000 calls per month. Engage in cross training to collaborate with and assist department administrative personnel through peak demands of each position.


Residence Life & Housing maintains an operation 7 days per week, 24 hours per day. As such, the incumbent may need to work non-traditional and weekend hours during key periods of the year to assist in major staff selection and training activities and residence hall opening. The position has exposure to highly sensitive student information and must maintain a high standard of confidentiality.



Major Responsibilities:


  • Serve as primary administrative support for the Director of Residential Life Communities and five Associate/Assistant Directors of Residence Life & Housing.

  • Perform a broad range of complex administrative duties, including those of a highly confidential nature, on a regular basis and exercise initiative and judgment to make independent decisions.

  • Coordinate complex, multi-stage administrative functions annually for 300 candidates and 100 new hire Resident Assistants.

  • Prepare data and reports related to presentations, strategic planning materials, and other departmental priorities to inform the work of the department and stakeholders. Share with stakeholders as appropriate.

  • Assist with the organization and management of multiple projects for the Director's office, both short-term and long-term in nature. Write reports, provide research, and fulfill other projects as assigned by the Director.

  • Provide administrative support to the Director as needed. Assist with schedule management and special projects as assigned by the Director that fall beyond the scope of their assigned administrative support. Delegate assignments to student staff and assist in training when needed. Aid and key administrative roles in event planning on behalf of the department.

  • Coordinate logistics for full-time staff recruitment and selection processes including national recruitment conferences, candidate and recruitment team travel, and coordination of on-campus interview days.

  • Manage and secure confidential search process documents and represent Residence Life & Housing in candidate correspondence. Forecast needs for major selection and training processes and develop pro-active planning calendars and organization systems.

  • Develop a variety of tracking tools and prepare reports related to functional responsibilities of Director and Associate/Assistant Directors.

  • Manage scheduling functions and coordinate group and committee meetings. Respond effectively to phone, e-mail, and in-person inquiries for all functions of the Residence Life & Housing unit.

  • Maintain a degree of advanced knowledge to respond to all student staff, graduate staff, and RHC level recruitment, selection, and training functions for the department. Assist in the coordination of major events and campus activities related to the supervisor's position duties.


    • Ensure compliance with university financial, facilities and risk management policies and procedures.



    • Make determination of whether resident and parent issues are best resolved at the hall or central office level.

    • Troubleshoot and identify problems with candidate data flows, StarRez candidate module, applicant management, and selection/training administrative systems. Make annual recommendations for improvements.

    • Manage the StarRez Resident Assistant Application module. Develop Resident Assistant candidate reporting systems for over 300 annual applicants.

    • Accurately portray candidate status, reference information, and application materials. Liaison with StarCare representatives to troubleshoot and resolve problems with web-based application process.

    • Prepare and distribute candidate correspondence related to interview schedules and hire status. Assist in the coordination of major selection activities including facility reservation and set-up, interview time assignments, interview materials, and information for interview teams.

    • Direct candidate and staff sign-in process and oversee the electronic scanning and sorting of over 3000 selection documents. Assist in the coordination of HR On-Boarding for approximately 100 new RAs annually. Maintain familiarity with Resident Assistant Conditions of Appointment to respond effectively to candidate questions.

    • Track and prepare reports on approximately 200 Resident Assistants' academic progress pertaining to GPA and credit loads. Liaison with the Office of Student Conduct to monitor current student staff's and pool candidate's adherence to UD Code of Conduct.

    • Develop databases for several hundred annual applicants for full-time employment with the Office of Residence Life & Housing. Transfer records from HR application files and create mechanisms for selection committees engaged in screening processes.

    • Maintain up to date databases tracking candidate progress. Assist with interview scheduling and candidate correspondence. Coordinate travel arrangements to national placement conferences for interview teams. Coordinate campus visit travel arrangements for position finalists. Effectively maintain and secure sensitive and confidential candidate records.

    • Assist with classroom and section assignments for UNIV 320, 321, and 322. Access student academic schedules to facilitate the "TBA" section assignments and class meeting times.

    • Coordinate schedules for invited faculty speakers and organize travel and meal logistics for UNIV student service-learning projects for multiple weekend trips involving over 100 staff.

    • Coordinate classroom, conference space, and meeting rooms for annual month-long July professional staff training series and the fall and mid-year RA training involving approximately 12 training days and over 230 staff. Liaison with Dining, Catering, and the Office of the Registrar for all training space and meal needs. Coordinate special dietary and ADA accommodations for staff training sessions. Coordinate annual training Resource Fair with over 35 UD partner units. Coordinate logistics and supplies for Real Life Scenarios simulation training day for 100+ participants, 120 actors, and numerous partner offices.

    • Facilitate the logistics of annual campus fire and safety training event with Environmental Health and Safety and multiple civil agencies. Process multiple vendor contracts and payments for training camp, speakers, and other vendors. Coordinate travel and lodging needs for hired speakers. Coordinate all A/V needs for training.

    • Develop process and accountability structures for the distribution and collection of training supplies and materials, educational resources, and technology supplies for 15 Residence Hall Coordinators. Represent the Sr. Associate Director in asserting protocols, procedures, and policies.

    • Effectively respond to student, parent, and University community phone calls coming through the primary call number.

    • Serve as a second-level responder when front line staff is absent or occupied with other calls.

    • Develop appropriate level of knowledge and StarRez platform skills related to traditional inquiries that come to Residence Life & Housing.

    • Effectively and accurately route callers to appropriate personnel for problems and concerns that cannot be immediately resolved.

    • Secure and appropriately manage sensitive and confidential student and personnel information.

    • Assist with the coordination of full-time residence hall staff on-campus living arrangements.

    • Coordinate Residence Hall Coordinator moves and apartment preparedness. Assist several new employees annually with their logistical transition to a new campus and play an active role in new employee orientation to our office systems.

    • Serve as primary point of reception for the residence hall staff office suite. Assist students and other visitors to navigate questions or concerns.

    • Oversee and coordinate the student programming reimbursement process. Participate in weekly Assignments and Business Operations team meetings to maintain contemporary knowledge of housing cycles and student needs.

    • Administer day-to-day needs of the Residence Life & Housing 116 office Suite, including routine maintenance of technical equipment, office supply ordering, and inventory management.

    • Research office products and machines and make recommendations for purchase to address office needs. Direct and oversee student office workers in areas of office responsibility.

    • Provide secondary administrative support for other Assistant/Associate Directors/Coordinators; engage in cross training with department administrative staff to cover other duties when necessary.

    • Perform job-related duties as assigned.



    Qualifications:



    • Bachelor's degree in business administration or other job-related field and three years job-related experience supporting an executive, or equivalent combination of education and experience.

    • Effective organizational skills and attention to detail, with ability to operate independently and to use sound judgement, initiative, and discretion in all interactions with constituents.

    • Excellent interpersonal, oral, and written communication skills.

    • Experience in creating reports and communications of a confidential or sensitive nature.

    • Proficiency in the Windows environment, Microsoft Office (Access, Excel, PowerPoint, Word, Outlook), electronic communication and internet research.

    • Ability to use keen listening and problem-solving skills, maintain sensitivity to constituents' circumstances and quickly determine proper action.

    • Demonstrated ability to work in a fast-paced environment as needed and to respond effectively to emotionally charged students and families

    • Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.

    • Working knowledge of FERPA, the Clery Act, and Title IX.

    • Knowledge of University policies and procedures preferred.

    • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.

    • Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.



    Notice of Non-Discrimination, Equal Opportunity and Affirmative Action

    The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.



    Applications close: Open until filled



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