Graduate Housing Administrative Assistant

Job Description

Special Instructions to Applicants: All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.

Position Summary

The Graduate Housing Administrative Assistant provides high-level administrative and operational support to the Graduate Housing department. Reporting to the Senior Operations Manager, this role also serves as backup support during staff absences.

Key responsibilities include coordinating schedules, managing departmental communications, preparing and reconciling expense reports, and supporting event and project logistics. The Administrative Assistant is responsible for maintaining accurate records, processing financial and administrative transactions, and collaborating with other departments to ensure tasks are completed efficiently and on time.

The role also involves monitoring workflow, generating reports, and assisting with special projects as assigned. Success in this position requires strong organizational skills, attention to detail, and excellent written and verbal communication abilities.

Essential Functions

• Under the general direction of the senior operations manager, establishes priorities and identifies and resolves administrative problems
• Researches and/or writes background information for meetings
• Oversees the coordination of complex events and programs
• Composes documents for presentations, communications, and reports; performs substantial research, editing, and fact-checking
• Creates complex reports and spreadsheets
• Oversees and processes a variety of complex financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies
• May assist with capital or special equipment requests and/or vendor selection
• Coordinates complex office moves
• Plans and coordinates routine remodeling and renovations
• Analyzes and reviews materials and extracts pertinent information for briefing purposes
• Performs graduate housing transactional support; coordinates or manages the visa process
• Guides and trains student workers, including scheduling, assigning, and prioritizing workloads; setting appropriate deadlines; and reviewing work for quality and timeliness
• Performs other duties as assigned