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area office operations assistant

1 week ago

united states Ithaca College Full time

Job Description

Job Summary: 

Provide operational assistance within the Residential Life Area Office. Answer incoming calls; respond to inquiries regarding residential life programs and the residence hall system. Provide assistance in the coordination of special Residential Life events including parent and perspective student tours, early arrivals, closing and opening of residence halls, and commencement housing. Maintain the residence hall key control system, issue keys, order lock recores and initiate billing. Provide assistance in the preparation, monitoring, and reconciliation of area budgets. Assist in the assimilation of data and the preparation of judicial correspondence and reports. Order selected materials and office supplies, maintain office files, and supervise student assistants.

Job Responsibilities:

Provide operational assistance to include, screening students, staff and visitors and providing information regarding residential life programs and the residence hall system; make referrals to appropriate individuals or offices. Answer telephone and take messages. Provide general clerical assistance to include typing letters, memos and other correspondence, schedule appointments, and compile the duty schedule; order and maintain office supplies, as necessary. Implement area office operational policies and procedures, compile information, prepare regular or special reports on departmental, committee or other activities; maintain files and records and provide necessary documents for staff members use. Assimilate, process, and maintain a wide variety of payroll, personnel, purchasing and other College operational forms. Hire, train, and supervise student assistants to include recruiting and interviewing potential student workers, developing and implementing a training program and, coordinating student work schedules. Monitor job performance, authorize student time report forms and distribute paychecks. Maintain the student assistant salary budget. Provide training to new professional staff members and Residence Assistants on area office procedures. Maintain the area key control system to include coordinating key distribution, establishing and implementing lock out procedures, ordering lock recores and initiate billing as appropriate. Communicate lock out key distribution policies and procedures to students. Train professional staff and student assistants on procedures for issuing keys and returning keys to ensure residence hall security. Maintain area key inventory for high-security residence hall keys. Follow-up on inventory discrepancies and resolve missing key problems. Serve as contact for students and parents for emergency requests. Follow up regarding ongoing maintenance concerns in the area. Provide assistance in the preparation, monitoring, and reconciliation of area budgets to include verifying and reconciling expenditures of budgeted funds. Monitor and reconcile staff and department accounts, provide information and data on account balances. Set-up and maintain files and process travel, pro-card, and purchase requisitions. Serve as liaison with area staff and other departments concerning budget matters. Set up and maintain judicial files for all judicial correspondence. Research and verify student information and judicial case data through use of the student information system and other on-line processes. Prepare documents for signature and ensure deliver of documents to students and or parents as appropriate. Review class schedules and ensure delivery of documents directly to students, when necessary. Set-up and maintain files for "Room Condition" reports. Inventory RCR's and follow-up on discrepancies and missing RCR problems. Recommend to supervisor methods for improvement of workflow and other departmental service/operational enhancements. Ensure confidentiality and security of office facilities and records.

Qualifications:

High school diploma and a minimum of 3 year's related experience; strong communication skills, demonstrated attention to detail, good organizational skills, the ability to handle confidential information, previous experience maintaining, and reconciling budgets and expenditures, and a good working knowledge of various word processing, spreadsheet and database software applications is required. Previous experience working in a college or university setting and an understanding of residential security issues is preferred.

This position is hours per week, 52 weeks per year.

Application Instructions:

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

Hiring Range:

$20 - $21 per hour, commensurate with qualifications and experience.

We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:

• Healthcare including vision and dental

• Generous Paid Time Off Policies

• 403B Retirement Savings Plan with Matching Employer Contribution 

• EAP

• Flexible Work Plans

• Educational Benefits

• Career-Enhancing Trainings

• For an overview of our benefit offerings, please visit ;