Administrative Specialist & Assignment Coordinator

at  Rockhurst University

Rockhurst University is currently seeking an enthusiastic candidate for the Administrative Specialist & Assignment Coordinator. This position is critical for the Department of Residence Life/Auxiliary Services and Student Development. The Administrative Specialist & Assignment Coordinator is the front-line person for most students living on campus related to housing and dining plans, and can play a significant role in student satisfaction, retention, and crisis management for the department.

Responsibilities include but are not limited to:

• Provide administrative and clerical support for the Office of Residential Life and Auxiliary Services (including conference services, international affairs, and judicial affairs) and the Counseling Center and provides support (as capacity allows) to the Directors of Compliance & Risk Management, Career Services, International Student Services and the Vice President.
• Responsible for the housing application processes, housing assignments, and meal plans for all residential communities throughout the year. Process commuter and staff meal plans and reconciliation of all meal plans with dining services.
• Maintains on-going and daily operations of the office as well as serve as receptionist and assist students and visitors when needed (email, phone, and in-person).
• Responsible for departmental correspondence and filing systems (paper and electronic).
• Disseminates information, often of a complex nature, to students, prospective students, outside agencies, visitors, parents, etc. that may require explanation and interpretation of established University and departmental policies and procedures - and directs individuals to sources of additional information.
• Performs work of a confidential nature including handling confidential information regarding Counseling, ADA, behavioral/discipline/Title IX issues, and other sensitive information for current, incoming, and former students.
• Processes funds received for housing and conferences. Work with assigned conference groups to issue contracts, schedule space and process required insurance as needed.
• Assists in the creation, development and maintenance of the Residence Life Website and all on-line forms for all auxiliary services, and assists with Counseling Center scheduling, check-ins, and reminder emails.
• Other duties as assigned

This job is performed in a fast-paced office environment with frequent interruptions from telephone calls, e-mail messages, and individuals visiting unexpectedly for consultation/advice/assistance or in crisis. Daily work activities are rarely the same from day to day as many things have the potential to shift the work focus. Work in this position requires handling information that is often sensitive and confidential in nature and is performed under strict guidelines which must be maintained so that actions are processed in time frames specified by university policies. This position requires that the incumbent be an effective time manager and have strong technology skills. The position is responsible for maintenance of data in multiple electronic systems and that data must be maintained in an accurate and timely fashion.
The successful candidate will have the personal qualities that exemplify the Universitys Jesuit character, mission, and commitment to excellence. An active approach to leadership by example and influences along with a collaborative, team-oriented and highly communicative personal style will be essential skills for this trusted position.
While performing the duties of this job, the employee is regularly required to stand, walk; sit; stoop, kneel, crouch and traverse stairs. The employee is frequently required to use hands to feel; reach with hands and arms; and talk, hear and interpret printed materials. The employee is occasionally required to lift and move up to 25 pounds. Position requires the ability to observe both visually and auditory and evaluate cues for policy violations.

Additional requirements for this position include:

• High School Diploma
• Minimum 3 to 5 years of related experience; OR, any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.
• Strong organizational, analytical, planning, interpersonal, written and oral communication skills.
• Ability to interact and communicate professionally with a diverse group of individuals as well as in a group setting.
• Effective project management skills; detail and deadline oriented.
• Excellent time management skills required with the ability to manage multiple tasks and responsibilities.
• Ability to quickly establish rapport with a wide variety of people
• Be able to design and implement experiences/processes to meet specific established goals
• Need to have ability to quickly evaluate crisis situations and respond appropriately.

Full-time Rockhurst companions enjoy an excellent benefits package that includes:

• Medical
• Dental
• Vision
• Short- and long-term disability
• Life insurance
• 125 Tax Savings Plan
• Tax deferred retirement plan.
• Tuition Remission for undergraduate and graduate classes for employees
• Tuition Remission for undergraduate classes for spouses and dependent children
• Vacation and sick time along with 15 paid holidays.

Applicants should submit a cover letter with salary expectations and three professional references.Rockhurst cannot accept any application materials (resumes, cover letters, etc.) by email, mail, or walk-in. All applications and application materials must be submitted through our online application system.
Applicants who would enhance the diversity of the University, such as individuals from historically underrepresented groups, are strongly encouraged to apply. Rockhurst University is an Equal Opportunity Employer and uses E-Verify. As an Equal Opportunity Employer, Rockhurst University is committed to creating a diverse working environment. The University recruits and employs successful candidates without regard to race, religion, gender, national origin, age, marital status, sexual orientation, and/or disability in employment, educational programs, or activities that it operates

• Provide administrative and clerical support for the Office of Residential Life and Auxiliary Services (including conference services, international affairs, and judicial affairs) and the Counseling Center and provides support (as capacity allows) to the Directors of Compliance & Risk Management, Career Services, International Student Services and the Vice President.
• Responsible for the housing application processes, housing assignments, and meal plans for all residential communities throughout the year. Process commuter and staff meal plans and reconciliation of all meal plans with dining services.
• Maintains on-going and daily operations of the office as well as serve as receptionist and assist students and visitors when needed (email, phone, and in-person).
• Responsible for departmental correspondence and filing systems (paper and electronic).
• Disseminates information, often of a complex nature, to students, prospective students, outside agencies, visitors, parents, etc. that may require explanation and interpretation of established University and departmental policies and procedures - and directs individuals to sources of additional information.
• Performs work of a confidential nature including handling confidential information regarding Counseling, ADA, behavioral/discipline/Title IX issues, and other sensitive information for current, incoming, and former students.
• Processes funds received for housing and conferences. Work with assigned conference groups to issue contracts, schedule space and process required insurance as needed.
• Assists in the creation, development and maintenance of the Residence Life Website and all on-line forms for all auxiliary services, and assists with Counseling Center scheduling, check-ins, and reminder emails.
• Other duties as assigne