Administrative Support Associate - 2380

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

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The purpose of the organizational unit is to provide student housing facilities that are clean, safe and well maintained while fostering an environment that complements and supports the academic mission. Further, the department provides a dynamic living and learning component which utilizes purposeful engagement and intentional programming to promote a spirit of community where the focus is for the general welfare and total development of the residential student population.

The purpose of this position is to provide advanced-level administrative, operational, and programmatic support for the Office of Housing and Residence Life, including direct support to the Director and Associate Directors, while serving as back-up to the Housing Coordinator. This role independently manages complex, student-facing administrative processes, including housing contract releases, residency requirement exemptions, and associated appeals, ensuring accuracy, consistency, and alignment with institutional policy. The position serves as a primary point of contact for students, families, and campus partners by interpreting housing policies, providing procedural guidance, and delivering clear and professional communication. Additionally, this position oversees front office operations, coordinates communications and visitor engagement, and evaluates and improves office procedures to ensure efficient, responsive, and high-quality departmental services.

The Administrative Support Associate for Housing and Residence Life will provide administrative support for the Office of Housing and Residence Life including the Director of Housing and Residence Life and serve as support personnel for the Housing Coordinator whose primary role is coordinating housing assignments. Additionally, this position is responsible for managing and routing all phone communications and visitors to the main office. This position will maintain a calendar of appointments, conferences and other itinerary items for the Director of Housing and Residence Life.

ADMINISTRATIVE SUPPORT:
* This role requires independent decision-making, prioritization of competing responsibilities, and interpretation of departmental and institutional policies to ensure effective office operations

* Provide administrative and clerical support for the Office of Housing and Residence Life including the Director of Housing and Residence Life

* Respond to and manage departmental communications, including providing interpretation of housing policies, procedures, and timelines to students, families, and campus partners

* Processing facility work orders and following up for completion on site as needed

* Independently manage and coordinate housing contract release and exemption workflows, including committee coordination, documentation review, decision tracking, and official communication of outcomes

* Assist with training, guidance, and oversight of student workers, including assigning tasks and ensuring quality and consistency of front office operations

* Manage and prioritize the Director's calendar and departmental scheduling needs, including coordination of meetings involving multiple stakeholders and confidential matters

* Coordinate housing showroom tours in collaboration with Admissions and Residence Life staff

OFFICE MANAGEMENT & CLERICAL DUTIES:

* Ensure front office operations reflect a high level of customer service, professionalism, and policy accuracy, serving as a lead resource for resolving complex or sensitive inquiries

* Management and routing all telephone communications and visitors to the main office

* Operate office equipment, computer, and various software applications

* Maintain a supply inventory list and order office supplies as necessary. Submit requisitions and invoices via the university's purchasing system (BraveCart) as well as registering vendors where applicable so that future payments can be made

* Develop, evaluate, and maintain organized filing and record-keeping systems, including sensitive and confidential student records, ensuring compliance with institutional and legal standards

* Compose emails, letters, memos, and reports

* Maintain confidential student records

* Process travel request and expense reports for Housing and Residence Life staff travel and reimbursements

* Schedule meetings/conferences and generate minutes of each.

* Greet students and guests in person, and field phone calls related to student housing questions and requests

* Create and edit departmental publications, including the Resident Handbook, Staff Manual and other departmental brochures and flyers and post updates to online posted publications when changes are made

Prior administrative support experience preferred.
Strong administrative skills and demonstrated critical thinking and problem-solving skills preferred.
Prior employment experience in customer service, student services and/or housing management or operations preferred.

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This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable). In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.

UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.