Administrative Specialist, Housing and Residence Life

1 day ago

Springfield, Illinois, United States George Mason University Full time
About the Position

The Administrative Specialist for Housing & Residence Life at George Mason University plays a vital role in supporting the department's mission to provide a safe, well-maintained student-centered environment. This position is responsible for overseeing the daily operations of the Housing & Residence Life desk, providing exceptional customer service to students, staff, and visitors, and coordinating logistics for housing tours.

Responsibilities
  • Oversee the daily operations of the Housing & Residence Life desk, ensuring a professional and efficient environment for all students, staff, and visitors.
  • Provide exceptional customer service to residential students, faculty, staff, and other guests, responding to inquiries and concerns related to Housing & Residence Life.
  • Collaborate with other HRL administrative staff to provide thorough and professional responses to all inquiries received at the official departmental email addresses.
  • Ensure the assigned desk and surrounding area remain neat, clean, and free from safety or egress issues.
  • Report maintenance and housekeeping concerns as necessary.
  • Assist residential students with lockouts by distributing keys or encoding cards via the access control system.
  • Oversee various fiscal processes related to student billing, including but not limited to, lockout and key charges, room damage billing charges, and damaged/lost equipment charges.
  • Receive work orders from residents and submit all requests into the SchoolDude platform.
  • Directly contact maintenance and housekeeping staff for urgent issues.
  • Assist in preparing the assigned desk for semester openings, closings, and holidays that may impact typical staffing assignments and services.
  • Actively support and comply with all University policies, HRL regulations, and departmental vision and goals.
  • Assist with large-scale HRL events such as residence hall openings and closings each semester, summer student move-in/out, etc.
  • Evening and weekend hours may be required during these times.
Administrative & Housing Tour Logistics
  • Assist the Residential Services team with preparing residence hall keys/cards for new arrivals and room changes.
  • Assist in the organization and maintenance of confidential student files.
  • Review the HRL Student Staff Daily Log and follow up on any questions, concerns, or issues as necessary.
  • Develop, communicate, and maintain systems and procedures for desk management in collaboration with the Assistant Director of Housing Operations and Special Projects.
  • Manage daily housing tours in coordination with the University Office of Admissions and Assistant Director of Housing Operations and Special Projects.
  • Create and continuously update tour materials such as routes, information, promotional materials, etc.
  • Select and purchase tour guide polos, nametags, and other necessary materials.
  • Accompany Fall, Spring, and Summer housing tours regularly to ensure program consistency.
  • Create and revise student training materials for tour guide training.
  • Facilitate tour guide trainings as needed.
Student Office Assistant Supervision
  • Supervise student Office Assistants (OAs) assigned to the designated HRL desk.
  • Provide indirect supervision and leadership to other HRL student staff assisting at the desk during business hours.
  • Provide ongoing feedback and guidance to student Office Assistants.
  • Complete performance evaluations for student staff in assigned area each semester.
  • Assist with the annual recruitment and selection process for HRL Student Staff, including but not limited to facilitating candidate interviews, co-leading information sessions, and designing marketing materials.
  • Oversee the weekly and monthly scheduling of Office Assistant desk shifts to ensure equal distribution of tasks and work hours among the student staff.
  • Review and approve timesheets for Office Assistants in the assigned area on a biweekly basis.

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