AMVETS Jobs

POSITION OBJECTIVE

Under general direction, the Department Assistant 3 provides comprehensive administrative and financial support to ensure the smooth functioning of the University Housing office.  This position plays a crucial role in budget management, communication facilitation, and the execution of complex departmental operations supporting 5,000 students. Assume primary supervision of 1 to 4 undergraduate student assistants. The individual in this role exercises a high degree of confidentiality, precision, and initiative while streamlining workflows across multiple departments. The position requires a systematic approach of allocating everyone's time among a diverse set of demands and priorities.

ESSENTIAL FUNCTIONS

Coordinate and facilitate workflows between the university housing department and other related university offices to ensure seamless collaboration and resolution of cross-departmental matters. Proactively identify potential bottlenecks or inefficiencies within departmental workflows. Recommend and implement solutions to streamline processes for optimal efficiency. Anticipate the needs of department leadership and act proactively to ensure deadlines are met and projects progress smoothly. Coordinate and facilitate workflows between the university housing department and other related university offices to ensure seamless collaboration and resolution of cross-departmental matters. (15%)

Process financial transactions through requisition purchase orders, payment requests, journals, P-card, and D-card following university guidelines. Ensure approvals on purchase order requests at each approval level. Process transactions for cash, check handling and receipting processes, and make deposits. Communicate with vendors and other university offices in the preparation of bids and price quotes. Assist with the preparation and forecasting of departmental budgets. Reconcile monthly expense statements. Authorize routine departmental expenditures, ensuring compliance with university guidelines. (15%)

Provide outstanding customer service when answering telephones and assisting with walk-in customers in the central office by providing accurate department and off-campus housing information and referrals. Get answers to problems and then follow up with student and/or parents. Initiate and follow equipment and correspondence and proactively coordinate office functions in monitoring and ordering office supplies, organizing, and managing filing systems, maintaining office equipment, and organizing records and files to include creating a virtual file cabinet. 15%

Schedule and organize meetings by producing agendas, meeting minutes, information packets and other documentation to be distributed. Manage incoming and outgoing correspondence, prioritizing matters according to urgency and sensitivity. Facilitate clear communications between the university housing department and other university offices. Operate a computer to view, enter, edit, format, revise, proofread, print, and distribute information. Create and produce a variety of written material, requiring speed and accuracy, such as correspondence (including confidential documents), letters, memos, reports, and agendas. (15%)

Recruit, select, train, and supervise 1 to 4 central office undergraduate student employees. Process all student employment paperwork. (10%)

Act decisively in handling sensitive and confidential matters, prioritizing problem identification and timely resolution. Follow established procedures and triage complaints from parents, families, and students. Follow up with appropriate information or make appropriate referrals. Educate inquiring customers of on-campus and off-campus policies and procedures and provide information about the residential program. Answers contractual and other questions providing accurate information or referral regarding services provided.  Gather a