Administration Coordinator

at  Capstone on Campus Management LLC

Job Title: Administration Coordinator
Reports To: Assistant Director of Facilities and Operations
Location: Duquesne University – Lumina Communities
Compensation: $19.00 – $21.00 per hour and comprehensive benefits package
FLSA Status: Non-Exempt

SITE DETAILS/SUMMARY

The primary responsibility of the Administration Coordinator is to provide administrative support for three apartment complexes (Brottier Hall, St. Martin Hall, and 1045 Forbes Ave Hall) serving roughly 1500 upper-call and graduate students at Duquesne University. The ideal candidate for this position is enthusiastic, has great interpersonal skills, has a passion for continuous professional development, and possesses a strong work ethic.

EDUCATION/EXPERIENCE/SKILLS REQUIRED

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or GED. Advanced degree and additional relevant experience are preferred
• 1-2 years of relevant experience in college administration, property management, and/or clerical office environments.
• Demonstrated knowledge of college administration, property management, and/or clerical office environments are desired.
• Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills.
• Must possess strong interpersonal, communication (oral and written) skills, computer competency (Word, Excel, content management systems, etc.).
• Ability to work with a diverse population, including students, staff, family members, campus partners, and vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Management

• Assist in managing the offices and implements efficient ways of keeping the offices running smoothly in a neat and organized manner. Develop processes to ensure this happens. This includes inventorying office supplies, ordering replacement supplies/materials, and maintaining office equipment
• Performs other clerical duties as needed, such as filing, photocopying, responding to emails or phone calls, and managing forms.
• Provide additional administrative support to the Lumina team as needed.
• Represent and promote the community at various recruitment events to maximize occupancy. This includes assisting with resident move-in, move-out, and room selection processes.
• Coordinate and attend various meetings or inspections with the Lumina Staff, University Staff, and/or vendors.
• Other duties as assigned (to include special projects and any other projects deemed reasonable for this position by the Director or Assistant Director).

Administration

• Oversee all aspects of key management for Lumina Communities. This includes coordinating the key distribution & catalog process during student move-in/move-out, assessing charges for lost keys and improper move-outs, maintaining accurate records of key sign-out and return, and facilitating the lock change process with the Maintenance Team.
• Facilitate the set-up process for new vendors, including cataloging of W9s, Certificates of Insurance, and other appropriate forms. Work with vendors to ensure documents are updated as needed.
• Receive and process invoices/receipts.
• Assist with management of site procurement cards and invoice processing. Including distribution, processing, and reconciling of transactions.
• Facilitate Room Condition Report (RCR) process with incoming and departing residents.
• Facilitate admin and damage billing process for residents throughout the year, including at end-of-lease. This includes reviewing documentation, processing petitions, processing charges on student accounts, and communicating with students on status of their pending charges.
• Complete monthly audits and generate reports about student fees and rent.
• Create regular status reports and contribute relevant components for weekly reports, monthly status reports, and annual reports.
• Serve as point of contact for Lumina and Home Office Human Resources. This includes assisting with hiring process, on-going trainings, and documenting.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or GED. Advanced degree and additional relevant experience are preferred
• 1-2 years of relevant experience in college administration, property management, and/or clerical office environments.
• Demonstrated knowledge of college administration, property management, and/or clerical office environments are desired.
• Ability to operate basic office equipment including photocopier, fax, and telephone. Basic typing and filing skills.
• Must possess strong interpersonal, communication (oral and written) skills, computer competency (Word, Excel, content management systems, etc.).
• Ability to work with a diverse population, including students, staff, family members, campus partners, and vendors