Job Details

Administrative Assistant

Under the supervision of the Manager, Property Management & Events, the Administrative Assistant provides comprehensive administrative and operational support for Property Management, Housing, and Facility Rentals. The position coordinates the daily administrative operations of the department and serves as the primary point of contact for residents, renters, campus departments, vendors, and external customers.

The Administrative Assistant is responsible for coordinating housing operations, facility rental administration, financial and purchasing processes, records management, customer service, departmental communications, and operational logistics. This position works independently to ensure efficient day-to-day operations while supporting departmental initiatives, special projects, and strategic goals.

This is a full-time position requiring strong organizational skills, sound judgment, exceptional customer service, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Coordinate the daily administrative operations for Property Management, Housing, and Facility Rentals.
• Serve as the primary administrative contact for residents, employees, renters, vendors, and campus departments.
• Coordinate housing administrative processes including applications, assignments, occupancy records, move-ins, move-outs, inspections, resident communications, and waiting lists.
• Prepare, process, and maintain contracts, agreements, correspondence, reports, files, and departmental documentation.
• Coordinate facility rentals from initial inquiry through event completion, including reservations, agreements, client communications, documentation, and event logistics.
• Coordinate with Facilities, Campus Safety, Information Technology, Food Services, and other departments to support housing operations and facility rentals.
• Support financial and administrative processes including billing, deposits, invoices, purchasing, procurement, budget tracking, and reconciliations.
• Maintain department databases, calendars, occupancy records, reservation systems, and other software platforms.
• Generate occupancy, rental activity, financial, and operational reports.
• Coordinate departmental meetings, training sessions, schedules, and administrative activities.
• Maintain confidential records and ensure compliance with College policies and procedures.
• Assist with special events, operational projects, strategic initiatives, and process improvements.
• Provide onboarding and administrative support for student workers, temporary staff, and volunteers.
• Recommend and implement administrative process improvements to enhance efficiency and customer service.
• Provide exceptional customer service through in-person, phone, and email communications.
• Perform other duties as assigned.

Minimum Expectations & Requirements

Education:

• Associates Degree OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job

Experience:

• Minimum of three (3) years of progressively responsible administrative, operational, customer service, property management, hospitality, higher education, or related experience.
• Experience with financial processes including purchasing, billing, invoicing, and budget tracking.

Knowledge/Skills/Abilities:

• Demonstrated ability to coordinate multiple projects simultaneously while meeting deadlines.
• Strong organizational, communication, interpersonal, and customer service skills.
• Excellent attention to detail and ability to maintain accurate records.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
• Ability to quickly learn and effectively utilize department-specific software systems.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Ability to establish and maintain effective working relationships with students, employees, vendors, community members, and external partners.
• Ability to travel between College locations as needed.

Preferred Skills & Abilities

Education:

• Bachelors degree preferred.

Experience:

• Experience working in higher education.
• Experience in property management, housing, conference services, hospitality, facility rentals, or event coordination.
• Experience using systems such as StarRez, Coursedog, Banner SaaS, or similar enterprise software.
• Experience coordinating administrative operations, customer service, purchasing, records management, and operational logistics.
• Experience supporting departmental budgets and generating operational reports.
• Experience supervising or coordinating student workers or temporary staff.

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee must frequently use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. In addition, the employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet.