About this role
The Administrative Assistant is a full-time, non-exempt position that provides essential administrative support for the Office of Residential Life. This staff person is key to the internal support of the professional and paraprofessional staff as well as responding to outside constituencies. The Administrative Assistant reports directly to the Director of Residential Life. Hours vary but traditionally are 9 am-5 pm (M-F) exceptions are during peak periods such as move-ins, special evening events, etc.
Overview
- General support to staff - Provide general support to the Office of Residential Life professional staff including but not limited to the Director, Assistant Directors, and Residence Hall Directors. This includes but is not limited to, scheduling appointments and maintaining calendars, arranging and confirming meetings, travel schedules, accommodations, and budgets.
- Maintenance of office operations - Responsible for overall office operations such as maintaining and purchasing office supplies, files, and general office functions. Additionally, responsible for preparing correspondence, reports, various college forms, and other required materials. The Administrative Assistant will utilize StarRez, PeopleSoft, 25Live, and Maxient to assist with the day-to-day tasks. Sort and distribute mail for the office and maintain an overall organized and clean office. Act as a vendor liaison to ensure proper operation of office equipment and availability of supplies.
- Act as a positive liaison for the department - Answer phones, take messages, and route calls to appropriate personnel. Positively engage with students, parents, or staff/faculty who arrive at the office and assist with their requests and questions. The Administrative Assistant will act as a positive departmental liaison and initial resource to students, parents, vendors, and the greater campus community.
- Occupancy and financial records - Maintaining sensitive and confidential information with judgment and according to College policies. The Administrative Assistant will maintain accurate occupancy records, collect student fines or payments, and prepare deposit slips for all funds to be deposited with the Finance department.
- Additional support as needed - Provide support for special events (i.e. opening move-in, closings, training sessions, room selection, RA Selection, after-hour events, Commencement). The Administrative Assistant will provide support to the Division of Student Life as needed. Other duties as assigned.
- Assist with supervision and training of office assistants The Administrative Assistant will assist with the training, scheduling, and accountability of the student office assistants. This includes training the students on customer service practices, office operations, and referrals.
Additional Areas of Oversight
- Evening and weekend work as required.
- Other duties as assigned.
- This is a full-time non-exempt position
Qualifications
Required Skills:
- Bachelor's Degree strongly preferred; prior work in Residential Life or Higher Education preferred
- Must be proficient with standard Microsoft Office applications and be conversant in all social media platforms.
Preferred Experience:
- One to Two years of experience in higher education or related experience preferred
- Experience with faith-based organizations is a plus.
About Iona University/EEO language
Founded in 1940, Iona University is a master's-granting private, Catholic, coeducational institution of learning in the tradition of the Edmund Rice Christian Brothers. Iona's 45-acre New Rochelle campus and 28-acre Bronxville campus are just 20 miles north of Midtown Manhattan. With a total enrollment of nearly 4,000 students and an alumni base of over 50,000 around the world, Iona is a diverse community of learners and scholars dedicated to academic excellence and the values of justice, peace and service. Iona is highly accredited, offering undergraduate degrees in liberal arts, science, and business administration, as well as Master of Arts, Master of Science and Master of Business Administration degrees and numerous advanced certificate programs. Ionas LaPenta School of Business is accredited by AACSB International, a prestigious recognition awarded to just five percent of business schools worldwide. The Princeton Review recognized Ionas on-campus MBA program as a Best Business School for 2023. Iona University also recently launched a new, fully online MBA program for even greater flexibility. In July 2021, Iona University and NewYork-Presbyterian announced the establishment of the NewYork-Presbyterian Iona School of Health Sciences , to be principally located on the Universitys new campus in Bronxville, N.Y. Supported by a $20 million gift from NewYork-Presbyterian, the NewYork-Presbyterian Iona School of Health Sciences offers a new vision for collaborative health care education, modern workforce development, and community care. On July 1, 2022, Iona officially changed its status from College to University, reflecting the growth of its academic programs and the prestige of an Iona education.
Iona University values and celebrates diversity and is committed to providing a welcoming and inclusive environment for all of our employees including staff & administrative employees, faculty and student workers. We do not discriminate on the basis of race, ethnicity, color, ancestry, national origin, religion or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender, gender identity, gender expression, age, marital status, partnership status, disability, military or veteran status, alienage, citizenship, status as a victim of domestic violence/stalking/sex offenses, unemployment status, or other legally prohibited basis under federal and state law, or local ordinance. As an equal opportunity employer, Iona University encourages applications from qualified candidates who reflect the wider world in which we live, in particular historically underrepresented groups.