"Office Assistant to Residence Life"

Job Details

Overview

Following standard procedures, this person will handle the department's daily operational procedures related to student occupancy and cash flow. They will be responsible for daily office functions in the central office and assist with giving direction to Residence Life Office clerks.

Full-time Employee Benefits include: medical and dental insurances, retirement plans, paid time off, educational benefits for employees and dependents at Penn College and Penn State University, and more. For additional information, click here.

Qualifications

EDUCATION

• Associate's Degree in secretarial science, office administration, or related discipline, OR, equivalent combination of education and work experience that qualifies the individual to perform the functions of the position. Required
• Bachelor's Degree in a related discipline, OR, equivalent combination of education and work experience that qualifies the individual to perform the functions of the position. Preferred

EXPERIENCE

• Two (2) years of clerical and/or bookkeeping experience, OR a degree in postsecondary accounting or business, OR equivalent combination of experience and education. Required

ABILITIES AND SKILLS

• Knowledge of all office procedures and proficiency in spelling, grammar, composition of letters, typing and filing. Required
• Functional ability with microcomputers. Required
• Ability to resolve routine problems with accuracy and composure. Required
• Ability to think logically and continually learn so as to remain proficient and productive in the use and application of the Housing Management System (HMS). Required
• Ability to learn and follow the College's purchasing and financial policies. Required
• Ability to become proficient in the use of Colleague to complete job functions. Required
• Ability to deal with continual interruptions while completing detailed tasks that require accuracy. Required

Responsibilities

• Perform front-line office duties, which include answering phones, meeting visitors as they enter the office, and addressing concerns that arise from these interactions and making referrals as needed.
• Review all departmental travel authorizations, requisitions, purchase orders, special check requests, and accounts receivable invoices to ensure appropriate use of College line item and cost center and compliance with College policy.
• Be fluent in StarRez housing software and assist with housing operations as needed.
• Process all housing contracts for fall, spring, and summer sessions in a manner that is efficient and accurate so as to maximize this important revenue stream for the College.
• Process all student housing deposits and send credit card information, checks, and cash along with a detailed report to the Bursar’s Office on a daily basis.
• Serve as the Department’s purchasing agent by working with Procurement Services to make sure the department is in compliance with the College’s purchasing procedures, submitting all purchasing orders, following through by collecting receipts and entering receivers, and processing the return of merchandise as needed.
• Maintain a historical file of the Department’s purchasing records.
• Maintain a petty cash account used by the Residence Life Department for student programs and departmental expenses.
• Submit all special check requests for the Department to include payments generated from performance contracts for student programs and checks required to pay the monthly credit card bill.
• Act as liaison with Financial Operations and Procurement Services for Residence Life as needed.
• Maintain working files for contracted services. Including but not limited to, requirements for programming to include program contracts and information, technical, hospitality, travel and accommodation needs.
• Process all fines, fees, and miscellaneous cash receipts that come into the Residence Life Office as well as working with the uStore for processing of fines/fees.
• Prepare and maintain standard forms, processes, documentation, used for internal records, internal/external communications including electronic, event statistics, etc.
• Serve as the department’s primary electronic voice by monitoring and responding to all email sent to the department’s email account.
• Regularly update and train current and new professional staff on operation procedures that relate to the job duties of the Residence Life Assistant.
• Serve as an office liaison with other departments.
• Assist with the daily direction of student workers working in the Residence Life Office.
• Attend staff development training to continue ongoing professional development and maintain functional knowledge of specialized computer applications.
• Maintain knowledge of College’s and Residence Life’s routines and emergency procedures.
• Track students damage deposit account balances and work with Bursars to process and issue refunds and charges.

Physical Standards and Special Job Features: Some lifting of supplies not to exceed 25 lbs.

Pay Transparency: Based on minimum education and experience qualifications the hourly range is $18.46 - $22.05.

College Statement: This is not a complete itemization of all facets of this position. This job description is not an employment agreement or contract. The College has the exclusive right to alter this job description at any time without prior notice.

EEO Statement: Penn College is committed to equal opportunity and the diversity of its workforce.

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