Administrative Assistant for Residential Life and Community Standards

3 weeks ago

Williamsport, United States Lycoming College Full time
Job DescriptionJob DescriptionLycoming College is hiring an Administrative Assistant for Residential Life and Community Standards to join our Student Life team

Lycoming College, one of the nation’s oldest residential liberal arts and sciences colleges, invites candidates for its Administrative Assistant role.  With a first-rate undergraduate education and an increased commitment to fostering an inclusive and equitable campus community that supports all faculty, staff, and students, we are seeking candidates who can support and contribute to our mission and 2021 strategic plan.  
This position is responsible for providing comprehensive administrative support for the Office of Residential life.  Fulfilling this role requires the individual chosen to be exceptionally attuned to the needs and experiences of all members of Lycoming’s increasingly diverse community and be adept at supporting and enhancing the campus experience of all with whom they work.

This is a full-time position that is benefits eligible. 

Who We Are: 
Founded in 1812, Lycoming College is one of the nation’s oldest and most respected residential liberal arts and sciences colleges and is becoming increasingly recognized for the quality of its experiential programming and for students gaining the skills needed upon graduation in today’s world. Students partner with faculty in doing original research, thrive in a robust program of internships, study abroad in more than two dozen countries, and compete in 19 NCAA Division III sports. Lycoming College’s strong endowment per student provides the foundation to support a first-rate undergraduate education. The College offers more than 100 majors, minors, and concentrations to about 1,100 active learners, including 30% international and domestic students of color. Students represent 25 states and territories and 15 countries.  

The College proudly celebrates and values the principle of inclusive excellence. In support of its commitment to establishing an inclusive and equitable campus, Lycoming College seeks to recruit more faculty and staff from historically underrepresented groups with the recognition that doing so advances institutional excellence.  

Lycoming College is an equal opportunity employer.  

What will I do in this role?
Office Manager and Receptionist
  • Serves as a referral agent for phone, email and direct inquiries for both the Residential Life Office and the Director of Community Standards.
  • Serves as the administrative back up for the offices of Health Services and Counseling Services
  • Serves as Residential Life liaison to Conference Services
  • Handles filing, mail, and ordering of supplies
  • Maintains updated office files (computer and paper copy)
  • Schedules appointments for the Director, department meetings and events as needed; reserves facilities for same (as needed)
  • Hires and supervises cultural accepting student office worker(s)
  • Coordinates maintenance and service for department equipment
  • Manages aspects of department budget (P-card reconciliation, invoice payments, check requests & travel expense reimbursements)
  • Works with vendors to coordinate campus welcome package and linen programs (contracts, letters, distribution, invoice payments)
  • Prepares and distributes materials to Residential Life staff
  • Prepares statistical reports
  • Maintains and regularly updates department webpages using current campus software
  • Coordinates laundry card distribution and tracking
  • Oversight and coordination of student storage
  • Updates and maintains department calendar
  • Coordinates meal plan changes
  • Maintains appropriate working relationships with campus constituencies.
  • Enters charges, generates, and mails statements related to campus housing damages; maintains records  and responds to inquiries and appeals regarding same
  • Coordinates the Housing Accommodation process
  • Coordinates Summer Storage

Student Conduct Process Responsibilities
  • Schedules appointments for student conduct matters, including Title IX investigative meetings, etc.
  • Maintains and manages confidential paper and computer records of conduct matters
    • Processes files for conduct hearings, including data entry, meeting notices, disposition letters, and mailing parent letters as appropriate
    • Inputs damage and conduct sanction charges for individuals and/or groups. Generate student billing
  • Coordinates and schedules Conduct Boards as needed.
  • Manages the student conduct code database for the entire campus, updating database as needed and preparing statistical/data reports
  • Supports staff with responsibility of cases, updating weekly spreadsheets and communicating progress of cases on weekly basis
Housing Process Support
  • Shares in the preparation, distribution, and processing of information concerning the room selection process for continuing students.  Is present to assist with various phases of this process that requires hours outside of the business day
  • Shares in the preparation, distribution, and processing of housing information and applications for break housing (Thanksgiving, Semester, and Spring), End of Year, Commencement, May and Summer terms.
  • Assists with residence hall check in and check out procedures.  This will involve weekend hours
Staff Selection, Training & Programming
  • Shares in the preparation, distribution, and processing of information concerning the room selection process for continuing students.  Is present to assist with various phases of this process that requires hours outside of the business day
  • Shares in the preparation, distribution, and processing of housing information and applications for break housing (Thanksgiving, Semester, and Spring), End of Year, Commencement, May and Summer terms.
  • Assists with residence hall check in and check out procedures.  This will involve weekend hours
What are we looking for?
Educational Requirements:  High School diploma required. Associate degree preferred.

Experience and Qualifications:
  • Minimum 3 years general office experience required.
Abilities Required -- The following characteristics and skills are essential for the successful performance of assigned duties and responsibilities:
  • Commitment to fostering an environment of inclusivity and belonging
  • Ability to maintain a high level of confidentiality.
  • Computer skills essential knowledge of Microsoft Office - Word, Excel, Publisher, Power Point; experience using email; experience with internet browsing as well as design/editing/publishing programs; the ability to become proficient in other College specific administrative and data software
  • Ability to read, interpret and carry out verbal and written instructions
  • Ability to work both independently and as a member of a team
  • Demonstrates professionalism and contributes to fostering a positive work/learning environment
  • Demonstrates effective organizational and time management skills
  • Demonstrates effective interpersonal skills (listening, verbal/non-verbal and written communication skills)
  • Demonstrates effective conflict resolution and problem-solving skills
  • Exhibits consistency, resourcefulness and resilience
  • Completes paperwork accurately; verifies and correctly enters data
  • Maintains an acceptable attendance record and is punctual per department schedule
  • Skillfully manages individual, group and organizational interactions
  • Averts problem situations and intervenes to resolve conflicts

What We Offer
Lycoming College has an excellent benefits package that includes:
Health & Wellness Benefits:
  • Health insurance – Lycoming College offers a wide variety of health plan options available.
  • Dental insurance, including orthodontia coverage.
  • Vision insurance
  • Flexible spending accounts for medical expenses and dependent care expenses
  • Life & accidental death and dismemberment insurance
  • Long-term disability insurance
  • Short-term disability insurance
  • Cancer insurance
  • Personal accident insurance
  • Wellness program
  • Employee assistance program
Retirement Benefits:
  • 403(b) retirement plan with up to 9% contributions from the College
Tuition Benefits:
  • Free tuition for employees, spouses, and eligible dependents at Lycoming College
  • Free tuition for eligible dependents at over 600 colleges nationwide through Tuition Exchange, Inc.
  • Free tuition for employees, spouses, and eligible dependents at the Pennsylvania College of Technology
Paid Leave Benefits:
  • Generous paid time off (PTO)
  • Paid Parental Leave
  • 14 holidays per year
  • Summer hours
Employee Perks:
  • 15% discount at the campus bookstore, excluding textbooks and snacks
  • Reduced rates for meal packages for on-campus dining facilities
  • Use of the campus recreations center and gym facilities for employees and household family members
  • Use of the campus Library
How do I Join the Warrior Team?
Please submit a cover letter, Resume/CV, and a list of three references with contact information.  Candidates will be evaluated on their ability to illustrate how their experience and skills connect to the qualifications of this position.

Review of application materials will begin immediately and will remain open until filled.  Compensation details will be shared with applicants who are invited to the first-round interview. Lycoming College will do a post offer criminal background check.

Lycoming College Proudly Celebrates and Values Diversity. 
We are committed to fostering an inclusive campus community supporting all faculty, staff, and students. We encourage applications from candidates with diverse identities and all who are interested in supporting and contributing to our mission and strategic plan. Lycoming College is an equal opportunity employer. 
 

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