Administrative Coordinator, Housing

6 days ago

Virginia Beach, Virginia, United States Virginia Jobs Full time
About the Position

The Administrative Specialist for Housing & Residence Life at George Mason University fulfills three primary areas for the department: customer service & office management, administrative & housing tour logistics, and student office assistant supervision.

Key Responsibilities
  • Customer Service & Office Management
    • Oversee the daily operations of assigned Housing & Residence Life (HRL) desk to provide a professional and efficient environment for all students, staff, and visitors;
    • Assist residential students, faculty, staff, and other guests with questions or concerns related to HRL through in-person and over-the-phone interactions;
    • 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.; and
    • 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 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; and
    • Other related duties as assigned by immediate supervisor or designee.
  • 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; and
    • Review and approve timesheets for Office Assistants in the assigned area on a biweekly basis.
    Requirements
    • Associate's degree in related field or equivalent combination of education and experience;
    • Customer service or administrative experience;
    • Customer service skills;
    • Effective oral and written communication skills;
    • Effective organizational and clerical skills;
    • Proficiency with Microsoft Office Suite, email, and internet;
    • Demonstrated ability to utilize, and learn, computer programs/applications;
    • Demonstrated ability to work autonomously and with others in a fast-paced, ever-changing environment; and
    • Ability to work in a team.
    Preferred Qualifications
    • Prior experience in an administrative support or office management role is strongly preferred; and
    • Prior experience coordinating and facilitating tours and/or orientation events, especially in a higher education setting.

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