Administrative Support Associate - 2380 in Pembroke

The purpose of the organizational unit is to provide student housing facilities that are clean, safe and well maintained while fostering an environment that complements and supports the academic mission. Further, the department provides a dynamic living and learning component which utilises purposeful engagement and intentional programming to promote a spirit of community where the focus is for the general welfare and total development of the residential student population.

The purpose of the position is to provide administrative and clerical support for the Office of Housing and Residence Life including the Director of Housing and Residence Life and serve as back-up personnel for the Housing Coordinator whose primary role is coordinating housing assignments. Additionally, this position is responsible for managing and routing all telephone communications and visitors to the main office. Ensuring professional communication with students, family members and the general public is essential, and maintaining and evaluating office procedures are a fundamental responsibility of this position in providing efficient departmental services.

The Administrative Support Associate for Housing and Residence Life will:

• Maintain a calendar of appointments, conferences and other itinerary items for the Director of Housing and Residence Life.
• Respond and/or forward departmental emails.
• Process facility work orders and follow up for completion on site as needed.
• Process housing exemptions and releases requests.
• Assist with supervision of student workers as needed.
• Complete special projects as requested.
• Coordinate housing showroom tours.
• Enter and follow up on requisitions and invoices into the university’s purchasing system (Bravecart) and register vendors where applicable.
• Reconcile Purchase Card (P-card) transactions and log-sheets for department cardholders and provide a monthly report of expenditures following reconciliations.
• Help monitor the budget of approximately 12 million dollars for housing operations and residence life programs.
• Create documents as requested and edit departmental publications including but not limited to the Resident Handbook, Staff Manual and other departmental brochures and flyers.
• Evaluate and organise applicable filing systems; compose emails, letters, memos, and reports; maintain confidential judicial records; process travel requests, reimbursements, schedule meetings/conferences and generate minutes of each.
• Operate office equipment, computer, and various software applications; maintain a supply inventory list and order office supplies as necessary.

Management Preference: Prior administrative office experience preferred. Must have strong administrative, clerical skills and verifiable customer service background. Must have experience in Word, Excel, Google Sheets.

This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.

UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.