Job Information
Hamilton College Staff Assistant, Community Living in Clinton, New York
Primarily responsible for providing a broad range of clerical and administrative tasks to support the daily operations of the Office of Community Living and the Associate Dean of Students for Campus Life. Duties include, but are not limited to, sorting and distributing mail, greeting office visitors and directing them to employees, answering telephones, checking and responding to emails, setting up appointments and managing calendars, maintaining departmental files, and working with outside vendors and other offices and departments on campus. Public contact is extensive, and involves College staff, faculty, students, parents, vendors, other educational institutions, business and community representatives, regulatory agencies, governmental agencies and the general public. A moderate degree of independent judgment and creativity are required to resolve minor problems that arise, by selecting from among procedures that are available.
This is a full-time, non-exempt position with a pay range of $18.00 - $21.00 per hour.
Responsibilities
Office Support: Provide clerical and administrative support for the Associate Dean of Students for Campus Life, Community Living professional staff members and Community Advisors. Tasks include, but are not limited to, greeting visitors to the office; creating a clean and orderly office reception area that is welcoming; answering and directing phone calls; sorting mail; sorting and responding to email; providing student information lists for various offices on campus; listservs; data spreadsheets and databases; ordering office supplies; print room maintenance, including ordering and returning ink; ordering items from the print shop such as posters and key envelopes; submitting work orders as needed for the office and students who contact the office.
Office Environment: Responsible for keeping updated all information posted in the Community Living Office and organizing the office to promote a calm and welcoming feeling for students, staff and community members.
Budget Control: Maintains budgets for office supplies, printing and student wages for Community Living; coordinates ordering of office and CA supplies
Medical Housing Accommodations: Receives and organizes all information for housing accommodation requests; communicates with applicants details of their application; communicates with the Associate Dean of Students for Campus Life and the Associate Director of Housing and Conduct regarding new requests; communicates with students on behalf of the Accommodation Committee regarding requests for housing accommodations. Enters accommodation assignments into housing software when ready.
Student Meal Plans: Coordinates student meal plan assignments and billing; sends communication to students regarding meal plan adjustment periods; maintains accurate meal plan status information; maintains and distributes meal plan reports; initiates billing adjustments when necessary
Key Management: Responsible for maintaining student room key inventory, preparing keys for distribution and filing keys when they are returned; manages the communication and billing for lost or stolen keys; assists with card access when needed for early arrival, late stay and room changes
Student Damage: Assists with the student damage assessment and billing process; assists with Room Condition Reports and individual/building student damage billing each semester, including follow-up procedures and damage appeals; responds to and manages damage billing appeals; initiates billing adjustments when necessary; maintains and distributes regular damage reports and statistics each semester and at the end of the academic year
Student Staff Training, Selection & Supervision: Assists with the recruitment, hiring, training, evaluation and supervision of the 3-4 student assistants. Creates and manages student schedules to ensure office coverage.
Housing Selection and Assignments: Provides administrative support to housing selection processes for all students including data entry of assignments; scheduling meetings for students; sending newsletters and other mailings; answering questions via email or on the telephone; coordinating and managing the process for students who are looking for a roommate; and maintaining data for building capacities for use during enrollment tracking
Room Change Process: Provide administrative support to the room change process including key management; work orders for vacated rooms; data entry; notification to Area Directors and Community Advisors; and communication to students.
CA Training & Selection: Assists with fall and spring training for new & returning CAs, especially in terms of ordering supplies; maintains inventory of supplies available in office throughout the academic year and summer.
Conduct: Assist in the conduct process by scheduling all hearings; greeting students and J-board members who are arriving for hearings; maintaining accurate information during the scheduling process and communicating with Hearing Officers.
Actively participate in building our diverse, inclusive and equitable campus community.
Other responsibilities: Assists with other tasks as needed.
Requires two-year degree with at least two years in an administrative support position. Equivalent combination of education and experience will be considered.
Excellent interpersonal skills to interface with students, parents, colleagues, etc.
Demonstrated computer proficiency including word processing, spreadsheet development and maintenance and proficiency in Microsoft programs (Word, Excel, etc.) and Google programs (calendar, sheets, drive, etc.)
Knowledge of Databases and demonstrated experience with database management
Ability to work effectively in a busy and ever-changing environment
Ability to maintain confidential information and use discretion when working with students
Please submit a cover letter, resume and contact information for three professional references. Consideration of candidates will begin immediately and continue until the position is filled.
Hamilton College is an Affirmative Action, Equal Opportunity employer and is committed to creating an accessible, supportive environment and an educational experience that recognizes diversity in all of its forms and a wide array of cultural experiences as integral components of academic excellence. Candidates who can contribute to those goals are encouraged to apply and to identify their strengths in these areas.