Administrative Specialist for Housing and Residence Life

4 weeks ago

Aragüés del Puerto, Huesca, United States George Mason University Full time
About the Position

The Administrative Specialist for Housing and Residence Life at George Mason University plays a vital role in the daily management of the Housing and Residence Life desks in Eisenhower and Piedmont/Tidewater Halls. This position serves as a front-line representative for residential students, parents, and families, faculty, and staff, and campus visitors.

Responsibilities
  • Customer Service & Office Management
    • Oversee the daily operations of the assigned Housing and Residence Life desk to ensure 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 Housing and Residence Life through in-person and over-the-phone interactions.
    • Collaborate with other Housing and Residence Life 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, Housing and Residence Life regulations, and departmental vision and goals.
    • Assist with large-scale Housing and Residence Life events such as residence hall openings and closings each semester, summer student move-in/out, etc.
  • 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 Housing and Residence Life 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 Housing and Residence Life desk.
    • Provide indirect supervision and leadership to other Housing and Residence Life 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 Housing and Residence Life 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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