Administrative Assistant II

Creighton University is currently hiring an Administrative Assistant for Student Life.   

This position plays a critical role in supporting incoming and returning students with their on campus living experience by supporting the Residential Life and Housing and Auxiliary Services teams. Responsible for assisting on campus residents with navigating numerous processes including the housing application, meal plan selection, and annual re-contracting. This position also performs complex and confidential administrative duties to support Residential Life and Housing + Auxiliary Services such as report compilation, drafting correspondence, organizing electronic files, managing calendars, scheduling appointments, and managing the break area. The individual in this position must be able to exercise judgment and provide accurate information based upon knowledge of departmental policies and processes when advising current and prospective students, parents, and university departments.

This role requires strong communication, administration, and customer service skills. This role also supervises a team of student staff members who assist the Housing and Auxiliary Services office by answering phone calls and responding to emails. Supervision includes creating schedules and managing time cards, while casting a vision of successful teamwork + guiding students in their professional journeys.

This position works 8AM-4:30PM Monday through Friday. During critical periods such as move-in and move-out, weekend and/or evening hours may be necessary.

Responsibilities

Office Management: Handles routine telephone calls and email correspondence through the office. Coordinates meetings and manage schedules/calendars, travel arrangements, new staff on boarding materials, and office supply purchasing. Processes invoices, expense reimbursements and direct payment requests. Receives, sorts and distributes incoming mail. Composes and prepares a variety of communications including critical information that may be time sensitive. Analyze and update unit operating policies, such as record keeping systems, forms control, office layout, personnel and budgetary requirements and performance standards. Manages the cleaning and organization of the office break room and other shared physical spaces. Provides limited administrative services support to Directors of Conference & Event Services and Business Operations.

Project and Special Process Management: Oversees vehicle reservation process for fleet of 6 vehicles, including making decisions about reservation process in 25Live and working with Student Life System Administrator to make updates, approving reservations, and handling conflicts in reservation needs. Facilitates ‘Donated Product’ process for staff and students in conjunction with Business Operations. Supports Assignments team with booking and billing changes in StarRez Housing Management Software. Assists in special projects (mailings, community events, employee meetings, data collection/reporting, etc.). Responsible for edits and updates to departmental webpages as directed.

Supervision: Supervises a student team of 6-12 individuals. Responsible for overseeing all outgoing correspondence to ensure accurate representation of facts while representing Creighton’s mission and values. Creates the student schedule, approves time cards, hires new staff, and is responsible for onboarding and ongoing training of student staff.

This position serves as the initial point of contact for student issues regarding on campus housing and dining experiences.  Knowledge of departmental procedures and relaying back to students and families before escalating up the chain of command.

Qualifications

• High school diploma or equivalent required.
• 4+ years of administrative experience required
• Proficiency with Microsoft Office Suite required.
• Ability to prioritize and perform multiple assignments to meet required deadlines.
• Demonstrated customer service focus and ability to resolve conflict and deal with demanding clients
• Interpersonal/human relations skills, supervisory skills
• Website editing experience preferred.