Administrative Assistant, Student Residential Life

Department
Residential Life Support

Job Posting Title
Administrative Assistant, Student Residential Life

Job Description

This is a permanent, full-time, position in the Residential Life Department. The administrative assistant is responsible for various customer service, clerical, and administrative duties and serves as Residential Life’s initial point of contact for students, parents, faculty and staff, whether it be face-to-face, by email or by telephone. A successful candidate needs to be professional, well-organized, skilled in attention to detail, possess strong communication skills and have the ability to work independently. The capacity to work in a fast paced, high activity area while maintaining a flexible and positive student-centered attitude is essential. This position is responsible for opening and closing the office on a daily basis as well as ensuring overall office coverage during business hours, being prompt and reliable will be critical components to success.

Minimum Qualifications: High School diploma or GED equivalency and six months experience in general office, clerical or administrative support work.

Preferred Qualifications:

• Two or more years of college or Associate’s Degree
• One or more years of experience working in higher education or general office administrative support
• Demonstrated customer service skills
• Familiarity with billing, invoicing, or accounts payable processes
• Strong written communication skills as shown by the applicant’s submitted material
• Proficient with Microsoft Office suite (Outlook, Word, Excel, Access, PowerPoint)
• Familiarity with FHSU systems and processes or experience working on campus

Application Deadline: Priority deadline is July 5, 2024.  Screening of complete applications will begin immediately following and will continue until the position is filled.

Salary: $15.03 per hour plus benefit package

Benefits: Competitive benefit package http://www.fhsu.edu/humanresourceoffice/Prospective-Employees/

Responsibilities:

• Provide high-quality customer service to all who interact with the office.
• Answer the telephone, gather complete and appropriate information from callers, refer the caller as needed or take a message for follow-up by other staff members.
• Respond to department emails and inquiries in a timely manner with the appropriate information or refer the email for follow-up by other staff members.
• Provide direct administrative support by preparing documents, agendas, procedurals manuals, meeting materials, and training supplies.
• Assist with departmental marketing and promotional materials, website updates and maintenance, and social media accounts as needed.
• Collect and process payments, prepare invoices, issue receipts, prepare deposits and reconcile transactions through Workday.
• Prepare and process travel paperwork, reimbursements, and credit card reconciliations for department staff members. 
• Coordinate room reservation process for all available Residential Life spaces through 25Live.
• Enter and retrieve student data from student information systems and housing management software.
• Assist with Workday processes related to student employment.
• Maintain and order office supply inventories, create purchase requisitions and process invoices for payment of goods and services.
• Maintain confidentiality in accordance with federal and state laws applicable to educational institutions.   
• Perform other duties as assigned or requested and work proficiently in a team environment.
• Coordinate break housing, summer housing, and early arrivals.
• Change meal plans as needed.

Application Process:  To apply for this position, please visit https://fhsu.wd1.myworkdayjobs.com/CAREERS .  Only electronic applications submitted through the webpage will be accepted.

Required Application Documents:  Applicants should submit a cover letter, resume, and names and contact information for three professional references.

Applicant documents should be submitted in one PDF.

If you have questions regarding the position, please contact:

Name: Kim Cebula

Email: [email protected]

Phone: 785-628-4246

About the Department:

The Department of Residential Life's mission is to assist in the preparation of citizen-leaders by fostering community, providing access, focusing on resident needs and supporting the educational experience. We are dedicated to providing a safe and supportive on-campus living experience that meets the various needs of our students at an affordable cost. We provide services, programs, and policies that benefit the residents and promote individual growth experiences inclusive of our residents’ academic development.

Community of Hays

FHSU is located in Hays, a vibrant college town of approximately 20,000, located halfway between Kansas City and Denver on Interstate 70. Hays is the regional center for education, health care, professional services, shopping, culture, and recreation for the western half of Kansas. The community boasts excellent recreational programs and facilities, including the comprehensive Center for Health Improvement, Hays Aquatic Park, Smoky Hill Country Club, Hays Municipal Golf Course, and extensive walking, running, and biking trails. Hays is within 45 minutes of two large lakes that offer great opportunities for boating, fishing, and camping. The Hays Municipal Airport provides connecting service to Denver with several flights daily. The Hays community is home to excellent Pre-K and K-12, public and private schools. With over 60 restaurants, major retail outlets, a low unemployment rate, and very short commute times, the city provides a safe, welcoming, low-cost, high-quality living environment for the residents who call "Hays, America" home.

Notice of Non-discrimination – Fort Hays State University is an Equal Opportunity Employer and does not discriminate on the basis of gender, race, religion, national origin, color, age, marital status, sexual orientation, genetic information, disability or veteran status.

Background Check: Final candidate will have consented to and successfully completed a criminal background check.

Notice to KPERS retirees applying for a position: Recent legislation changes working-after-retirement rules for both you and your employer if you go back to work for a KPERS employer. Please contact your KPERS representative or www.kpers.org for further information on how this might affect you.