Administrative Specialist, Residence Life

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Administrative Specialist, Residence Life

Classification

Full-Time, Non-Exempt, 12-Month

Department/Division

Office of Residence Life / Student Affairs

Reports To

Director of Housing and Residence Life

About King’s

King's College is a Catholic institution of higher education animated and guided by the Congregation of Holy Cross. King's pursues excellence in teaching, learning, and scholarship through a rigorous core curriculum, major programs across the liberal arts and sciences, nationally accredited professional programs at the undergraduate and graduate levels, and personal attention to student formation in a nurturing community.

We offer competitive total rewards, tuition remission for employees and their dependents, 403(b) plans, and generous paid-time-off and holidays. Our culture is driven by our commitment to our mission, our community and our friendly, knowledgeable faculty and staff.

EEO Statement

King’s College does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service, or other non-merit factors. We celebrate diversity by fostering a welcoming and inclusive environment where each member of King’s College feels respected with a sense of belonging.

Job Function

The Administrative Specialist provides advanced administrative and operational support for the Office of Residence Life, with responsibility for managing billing systems, ensuring the accuracy and integrity of residential data, and assisting with the coordination housing processes. This position plays a key role in supporting departmental operations through oversight of core administrative functions and collaboration with campus partners.

Essential Elements

1. Prepare and manage correspondence, reports, and administrative documents for the Office of Residence Life.

2. Coordinate scheduling for Residence Life professional staff.

3. Provide front-line customer service by responding to phone calls, emails, and in-person inquiries in a professional, responsive, and student-centered manner.

4. Serve as the primary responder to departmental email communications, ensuring timely and accurate responses.

5. Coordinate and process financial transactions including housing deposits, fines, and replacement ID charges, and complete daily deposits.

6. Track and order office supplies to support efficient office operations.

7. Share supervision and support of student employees in collaboration with professional staff.

8. Oversee and manage all billing processes associated with residence life operations, including housing contracts, meal plans, and deposits.

9. Maintain and ensure the accuracy and integrity of student housing and residency data across institutional systems.

10. Coordinate and manage meal plan selection and billing processes for residential, off-campus, and commuting students.

11. Manage ID card services including photo processing, replacements, and approval of submitted images.

12. Serve as the primary point of contact for complex housing and billing issues, resolving discrepancies and coordinating with campus partners as needed.

13. Coordinate and oversee office mailings and communication outreach to new and returning residential students.

14. Maintain regular and ongoing communication with facilities, housekeeping, and campus safety staff regarding residential operations.

15. Advise students, when appropriate, and refer students to campus resources regarding academic, personal, and residential concerns.

16. Coordinate and manage housing selection processes, including lotteries and assignment workflows for all residential areas.

17. Assist with organizing housing for temporary and non-traditional student populations.

18. Support the implementation and administration of housing operations, including contract management, assignments, and occupancy tracking.

19. Utilize institutional systems and technology to support housing operations, student conduct processes, reporting, and data management.

20. Coordinate administrative processes related to key control, maintenance requests, room changes, and record management.

21. Serve on division and college committees, as assigned.

22. Create and maintain an office environment that reflects the College’s Catholic identity and the values of the Holy Cross tradition, including a commitment to care, respect, and student development.

23. Foster an inclusive and welcoming environment that respects and supports individuals of diverse backgrounds and experiences.

24. Perform other duties as assigned.

Required Skills, Training, and Experience

· Minimum of 3 years of experience in an administrative, operational, or office support role.

· Demonstrated ability to manage complex processes and systems, with strong attention to detail and accuracy.

· Ability to work independently, take initiative, and manage multiple priorities in a fast-paced environment.

· Strong written and verbal communication skills, with the ability to effectively interact with students, families, faculty, staff, and external partners.

· Excellent interpersonal and customer service skills.

· Strong organizational and problem-solving skills.

· Proficiency with standard office technology and the ability to learn and effectively utilize institutional systems for data management, communication, and reporting.

· Experience with financial processes, data management, or database systems preferred.

Physical Conditions

Fast paced, high-energy environment. Regular office hours as set by the College—Monday-Friday, 8:30am-4:30pm. Additional day/evening working hours may be required during busy times such as August/January semester openings, housing selection, and other times designated. Prolonged periods of sitting at a desk and working on a computer and telephone. Must be able to lift 10-15lbs on a regular basis.

Job Type: Full-time

Pay: From $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person