Administrative Assistant-Housing (Office & Administrative Special Senior)

Minnesota State Colleges and Universities•Winona, MN

1d•Onsite

About The Position

The Administrative Assistant-Housing provides supervisory and administrative oversight for the central office of Winona State University’s Housing & Residence Life Department. The role supports students, families, faculty, and staff seeking on-campus housing and dining options by interpreting and communicating policies, managing key administrative activities, initiating transactions, maintaining accurate records, and researching and responding to questions through multiple communication channels. The position serves as an expert resource for housing agreements, room assignments, and dining plans; coordinates recruitment events, housing tours, and the Welcome Crew volunteer program; processes housing and meal-plan applications and changes; and maintains occupancy and financial records in StarRez and ISRS. It also provides leadership for front-office operations, including staffing, student employee recruitment and supervision, office environment and access, mail services, and departmental events and initiatives. The position is full-time, classified, and unlimited, with a Monday–Friday work shift from 8:00 a.m. to 4:30 p.m. Telework is not available. The desired start date is January 1, 2027.

Requirements

Sufficient math skills to add, subtract, multiply, and divide when working with student accounts.
Keyboarding ability of 40 words per minute to draft correspondence.
Data-entry ability sufficient to enter housing and dining-plan information.
English communication skills sufficient to communicate with department customers by email and in person.
Word-processing skills sufficient to draft departmental documents.
Spreadsheet skills sufficient to sort and analyze lists.
Customer-service skills sufficient to serve as the main point of contact.
Lead-work skills sufficient to provide leadership and delegate work to staff and student employees.
Ability to develop administrative and programmatic procedures and continually review and edit departmental policies.
Must be legally able to accept employment in the United States by the employment start date.

Nice To Haves

Critical-thinking skills.
Experience with database management.
Experience with StarRez or other housing software.
Ability to guide employees in handling difficult or complex problems and resolving escalated complaints or disputes.
Ability to act as an effective and personable representative of the department.
Exceptional interpersonal communication skills.
Excellent knowledge of Microsoft Word, Teams, Excel, and Outlook.
Strong organizational skills and attention to detail.
Ability to prioritize and manage multiple tasks.
Ability to work productively in a potentially high-stress environment with varied clientele.
Ability to work independently and as a cohesive member of the department.

Responsibilities

Serve as the Housing Office expert on housing agreements, policies, procedures, and dining-plan options; answer questions and resolve customer concerns from students, families, staff, vendors, and community members.
Provide advice and support to students and families on housing agreements and meal-plan selection, changes, and cancellations.
Request updates to the Housing & Residence Life website and maintain accurate departmental information, forms, policies, and procedures.
Represent the department at recruitment events, including New Student Registration and Warrior Way Days; review attendee information, conduct follow-up outreach, prepare materials, coordinate staffing, and support prospective students and families.
Coordinate housing tours by managing requests and schedules, recruiting and training guides, arranging access, giving tours, and ensuring spaces are presentable.
Recruit and coordinate Welcome Crew volunteers, communicate with them, track participation, prepare materials, and coordinate early arrival when applicable.
Monitor online housing applications and meal plans in StarRez; enter meal plans and Dining Dollars; process changes and cancellations; and verify usage in CBORD/Illumia.
Process room changes, summer room changes, housing cancellations, and incomplete application follow-up; verify enrollment and ensure student account charges and refunds are accurate.
Maintain accurate occupancy, assignment, meal-plan, cancellation, and financial records in StarRez and ISRS; create timeslots, run reports, and update email templates in StarRez.
Manage billing for cancellations, room changes, refunds, credits, fees, and prepayments; analyze assignment reports and initiate refunds and rate adjustments.
Reconcile occupancy with Area Coordinators, process agreements for students who do not move into the residence halls, explain release and checkout procedures, and provide Student Accounts with billing information.
Coordinate with Southeast staff regarding housing materials and annual meetings; monitor enrollment status and coordinate with financial aid, the Warrior Success Center, and Area Coordinators as needed.
Oversee front-office operations and staffing, maintain schedules and coverage, identify staffing gaps, and coordinate facility concerns and office access with campus partners.
Recruit, hire, onboard, train, supervise, and develop student employees; maintain employment records, assign work, conduct evaluations, address performance issues, schedule shifts, and approve timesheets.
Oversee departmental mail services, including staff training, mail schedules, and resolution of mail-related concerns.
Coordinate departmental special events and office initiatives; participate in departmental and divisional meetings, retreats, and training.

Benefits

Low-cost medical and dental insurance with affordable deductibles.
Employer-paid life insurance.
Short- and long-term disability coverage.
Pre-tax healthcare and dependent-care accounts with a rollover option.
Confidential Employee Assistance Program for mental-health, legal, and financial counseling.
12 paid holidays.
Vacation and sick time.
Six weeks of paid parental leave.
Pension plan, 457(b) and 403(b) retirement accounts, and investment options.
Professional development opportunities.
Tuition waivers for employees and their dependents.