Administrative Assistant II

The Administrative Assistant II provides essential administrative support to Residential Living. Reporting to the Operations Specialist, this individual serves as a key resource in the coordination and administration of student employee hiring, payroll, and accountability processes. The Administrative Assistant II also supports the consistent implementation of department procedures by developing training materials, delivering training sessions, and creating operational resources for RL professional and student staff.

Additional responsibilities include managing department communications through the website as well as providing general administrative support for day-to-day operational needs. This position requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple processes simultaneously while partnering effectively with Residential Living staff and offices across campus.

Education and Experience

• Minimum: Associate's Degree Preferred. High School Diploma Required.
• 2-4 years of administrative experience working in an office environment, preferred.

Skills and Knowledge

• Demonstrated proficiency in Outlook and Microsoft Office, including Word, Excel, PowerPoint, and Teams. Ability to be taught and trained on software specific to the department and/or university (PeopleSoft, Star Rez, and Roompact).
• Demonstrated ability to engage interpersonally and collaboratively with individuals and groups at all levels within a large, diverse student-facing department.
• Demonstrated ability to adhere to university and departmental standards for attendance.
• Exceptional organizational skills and strong attention to detail.
• Ability to coordinate multiple processes at a time and maintain accurate and complete records.
• Ability to problem solve/ triage low to mid-level issues and concerns.

Responsibilities

Payroll and Student Employee Administrative Support:

• Review and approve weekly payroll for RL student employees and provide backup payroll input for professional staff.
• Conduct student employee work eligibility audit for federal work-study and employment eligibility in the United States and provide the weekly balance reports to Residence Hall Operation Coordinators (RHOCs).
• Ensure reporting lines and chartstrings are up to date and accurate.
• Balance and maintain accurate budget sheets for all RL residence hall casual wage accounts.
• Create and maintain main desk coverage maps to provide a weekly overview of main desk staffing and overall coverage.
• Review and approve hiring proposals for RL student employees.
• Prepare and submit all hiring and termination paperwork for all RL student employees.
• Prepare and manage all RL student employee files and maintain accurate records; maintain an accurate database of corrective action letters issued to student staff and monitor trends.
• Submit monthly corrective action reports to the Operations Specialist.

Process Support:

• Develop and maintain training materials, guides, and reference documents for RHOCs and student staff to support consistent implementation of department procedures.
• Coordinate and deliver training sessions for RHOCs on payroll processes, hiring procedures, desk operations, student staff evaluations, and other administrative functions.
• Create and update resource materials (manuals, checklists, schedules, job aids) for Health and Safety Inspections and general RL operational needs.
• Oversee submaster key sign-out and maintain the inventory for professional staff office and apartment keys.
• Maintain professional staff office and apartment inventories.
• Collaborate with Operations Specialist to identify gaps in staff knowledge or procedure implementation and develop materials to address them.
• Serve as one of RL's liaisons with the Human Resources, Payroll, Student Experience Budget, and Student Employment offices.
• Work in close coordination with the Director for Residential Learning and Development to ensure all student staff hiring, accountability, and payroll processes align with department standards and university policy.

Recruitment and Selection Support:

• Provide department oversight of the Main Desk Assistant and Student Assistant application and interview process through the Handshake platform.
• Facilitate the Main Desk Assistant and Student Assistant recruitment and selection process and ensure processes are aligned with department and university processes.
• Coordinate and maintain records for the Main Desk Assistant selection processes for the academic year and summer.
• Assist with the Resident Advisor recruitment and selection administrative processes.

Residential Living Communications:

• Develop, update, and maintain department website content using WordPress.
• Coordinate and deploy communications activities, such as digital signage needs, designing flyers, videos, and newsletters, on behalf of Residential Living and in collaboration with SE Communications.
• Support Operations Specialist and RL Leadership with implementing the communications plan for the department.

Departmental Support:

• Manage department general email inquiries.
• Maintain RL listservs.
• Provide administrative support for room reservations and supply orders for the main desk and Waverly office.
• Utilize systems (Maxient, Roompact, StarRez) to track student concerns and support communication and operational processes.
• Perform other duties as assigned by the RL Operations Specialist or Leadership Team.

Professional Development:

• Serve on the Student Leader Selection Committee; Participate in other RL, divisional, or university committees as
• assigned. Participate in the formal and informal evaluation process.
• Attend Residential Living Learning and
• Development Sessions.
• Participate in informal and formal training sessions offered by Syracuse University and professional associations that guide and influence the department's work (i.e., ACUHO-I, NEACUHO, ACPA)

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.