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Administrative Services Associate

Ohio University

Details

Posted:

March 13, 2025

Location:

Athens, Ohio

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Job Description:

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

Job Responsibilities:

May supervise or oversee the work of student employees.

Represents an office as administrative liaison. Responds to non-routine inquiries requiring technical and/or University or unit knowledge.

Utilizes department and/or University policies, practices, and procedures to answer questions and resolve problems and issues.

Coordinates special events that require judgment in determining and prioritizing activities to meet desired results.

Coordinates complex appointments, meetings, and travel itineraries. Triages scheduling issues.

Edits documents and presentations. Composes basic correspondence. Types and coordinates class materials.

Performs a variety of administrative duties regarding academic class scheduling and/or student academic records and/or reports. Duties may include activities such as updating student records, registering students in courses, entering courses into PeopleSoft and assigning classrooms.

Coordinates mass mailing and/or email distribution.

Creates and oversees departmental files, databases, and reports.

Maintains office and/or laboratory supplies and inventory.

Maintains website.

Sets up accounts, tracks budgets, reconciles accounting statements, and follows up on discrepancies. Prepares purchasing and accounting forms for approval. Processes expenses.

Department Specific Job Responsibilities

The Administrative Services Associate position for Housing and Residence Life provides direct service and support for current students related to key and access management, including financial assessment associated with damage billing, lost keys, confiscated items, Halloween Guest Charges, and miscellaneous charges as determined by departmental leadership. This position also manages and oversees the day-to-day operations of the Welcome Desk at the LLC, including training and evaluation of core responsibilities for Housing Ambassadors who provide front line customer support to residential students. This position will also serve as a member of the Housing and Residence Life team providing administrative support, including mail and storage management. This position will provide support during large annual events including but not limited to fall, spring, and summer openings and closings, Ohio University Admissions recruitment and yield events, Bobcat Student Orientation and Halloween.

Financial: Process and assess charges for lost keys, lost temporary, swipe access cards, key cores, damages billing fees and confiscations fines for students living in approximately 36 buildings on campus utilizing the housing occupancy management system. Process all billing for lost keys and temporary swipe access cards.
Key and Access Management: Manage complex key system for all keys for 36 residence halls consisting of approximately 8000 beds on campus. Perform lockouts for students who need access into a room. Conduct key audits each semester (fall, spring and summer) and order new keys and lock changes as needed. Work closely with Access Control to ensure all key issues are addressed in a timely manner. Oversee protocols and processes for student lock outs and lost keys to maintain the safety of all students residing on campus. Coordinate open/close schedules with Access Control.
Welcome Desk/Service Expectations: Oversee the Welcome Desk in the LLC. Establish service protocols and policy review surrounding key and access management. Hire, train, and manage core responsibilities of 10-15 Housing Ambassadors and 2 Housing Ambassador Coordinators. Manage room reservations in housing and residence life spaces throughout the week, including routine technology and tidiness verification as well as configuration set up. Manage mail for staff members living on-campus and working in the LLC. Maintain orderly inventory and organization of departmental storage closets on campus. Manage space heater inventory. Support a variety of business operation functions that during times outside of normal business hours (ie..early arrival check ins, student checkouts, etc.) Support Housing Ambassador training and scheduling to support recruitment and yield event.
Departmental Support: Provide administrative support to Housing and Residence Life leadership team. Supports the department during special events and peak times (opening, closing, Halloween, 15 Admissions recruitment and yield events, Bobcat Student Orientation, etc.).
People Management Responsibilities: Guides work of others who perform essentially the same work. May organize, set priorities, schedule and review work. May make recommendations for hiring, termination, and pay decisions but has no formal responsibility.

Minimum Qualifications:

Knowledge of standard administrative procedures and practices, office equipment, and computer software typically obtained by a high school degree or GED or equivalent and a minimum of 2 years related experience. An equivalent combination of education, training, and experience is acceptable.

Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications:

Working knowledge of concepts, practices and procedures and ability to use in varied situations. Vocational or technical training

Planning Unit: Vice President for Student Affairs

Department: Housing

Applicants may contact this person if they have questions about this position: Molly Stout, stoutm@ohio.edu

Employment Type: full-time regular

Advertised Salary:

The starting salary range is $14.65 per hour up to $18.68 per hour. Paygrade: AF3200 – Level 13. Employees enjoy a generous benefits package such as paid holidays, sick time, personal time, a tuition waiver up to 100% for self and dependents, a comprehensive insurance package (including but not limited to prescription, vision, dental, and life insurance), an excellent retirement plan with up to a 14% company contribution, a 12-week parental leave program, adoption reimbursement, flextime and flexplace policies, counseling and mental health care, access to professional development programs and more. Additional information is available at https://www.ohio.edu/hr/benefits.

Internal Number: 52475

About Ohio University

Ohio University is home to one of the nation’s friendliest and most picturesque campuses. But more importantly, it’s where you can become part of a two-century tradition of excellence and embark upon a rewarding career that will make a real difference. From teaching and research to admissions, facilities maintenance, and residence life, our faculty and staff propel Ohio University’s mission of helping students become their best selves. OHIO offers competitive compensation and outstanding benefits. For a complete list of employment opportunities, please visit www.ohiouniversityjobs.com.Ohio University is an equal access/equal opportunity affirmative action institution. For more information about Ohio University’s policies prohibiting discrimination and harassment, visit www.ohio.edu/equity.

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Administrative Services Associate

Ohio University

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