Administrative Assistant II

Morgan State University•Baltimore, MD

32d•$41,005 - $55,918

About The Position

The Administrative Assistant to the Associate Director for the Office of Residence Life and Housing provides comprehensive administrative, operational, and logistical support to ensure the smooth and efficient management of departmental functions. This position is responsible for coordinating daily office operations, managing complex calendars and schedules, preparing correspondence and reports, and maintaining accurate records and data systems related to departmental initiatives, student life programming, support, and services. This position assists with planning, coordinating, and implementing programs, initiatives, and assessment activities that enhance the residential experience and support student success. Operating in a high-volume, fast-paced environment, the Administrative Assistant efficiently manages a steady flow of emails, phone calls, and in-person visits, ensuring responsive, courteous, and solution-oriented service to students, staff, and campus partners. This role also assists with event coordination and hiring logistics for student and professional staff. By maintaining strong organizational systems, streamlining workflows, and anticipating administrative needs, the Administrative Assistant enhances departmental efficiency and supports the Associate Director in advancing the mission of fostering student engagement, well-being, and community within the Residence Halls.

Requirements

A High School Diploma or GED is required.
A minimum of two years of office experience providing secretarial/administrative support is required, which includes the production of documents using automated equipment and software.
Knowledge of office administration practices, including scheduling, document management, and recordkeeping.
Understanding of university housing operations, including room assignments, occupancy management, facility work orders, and student services.
Familiarity with student information systems, housing management systems, or related databases (e.g., StarRez, Banner, or similar platforms).
Basic knowledge of budget tracking, purchasing processes, and procurement policies.
Awareness of confidentiality and data privacy requirements, including FERPA and university confidentiality standards.
Understanding of customer service principles and communication techniques for working with students, parents, staff, and campus partners.
General knowledge of event planning logistics and coordination processes for meetings, trainings, and housing-related programs.
Strong organizational skills, with the ability to manage multiple tasks, deadlines, and priorities in a fast-paced environment.
Excellent verbal and written communication skills, including professional email writing and preparing reports or procedural documents.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort learning new software platforms.
Skilled in calendar management, travel coordination, and meeting scheduling for senior leadership.
Strong customer service skills, with the ability to manage inquiries, address concerns, and direct individuals to appropriate resources.
Skill in data entry and database management, ensuring accuracy and efficiency.
Ability to analyze information, track trends, and prepare summaries or reports for the Associate Director.
Skill in problem-solving, especially in resolving administrative or logistical challenges.
Ability to maintain strict confidentiality when handling student information, disciplinary documentation, and sensitive departmental files.
Ability to work independently, take initiative, and make decisions within established guidelines.
Ability to build positive working relationships with students, staff, faculty, housing staff, and external partners.
Ability to communicate effectively and professionally in person, over the phone, and via email, especially when interacting with students and parents.
Ability to prioritize and manage competing demands, adjusting tasks based on urgent housing needs, emergencies, or requests from the Associate Director.
Ability to support departmental operations, including move-in/move-out periods, room changes, and major housing processes.
Ability to organize and maintain office systems, including files, workflow procedures, and digital records.
Ability to follow complex instructions, university policies, and administrative procedures with accuracy and attention to detail.
Ability to work collaboratively within a diverse university environment and remain calm and professional during peak housing periods or student concerns.

Nice To Haves

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis, with 30 college credits being equivalent to one year of experience.

Responsibilities

Provides comprehensive administrative support to the Associate Director, including managing calendars, scheduling meetings, preparing agendas, and coordinating travel arrangements. Drafts, proofreads, and distributes correspondence, reports, and presentations related to Residence Life and Housing operations and initiatives. Maintains organized filing systems (digital and physical) for departmental records, contracts, and confidential student or staff information. Manages daily office operations to ensure a professional, efficient, and welcoming environment.
Serves as a first point of contact for the Office of Residence Life and Housing, responding promptly and professionally to high volumes of emails, phone calls, and in-person inquiries. Provides accurate information to students, parents, staff, and external partners regarding housing procedures, deadlines, and departmental services. Coordinates communication on behalf of the Associate Director, ensuring timely follow-up and dissemination of information across staff and campus partners.
Assists in planning and logistics for departmental programs, training sessions, and events such as staff development, student leadership initiatives, and housing operations activities. Supports the coordination of marketing and communication materials for departmental initiatives. Tracks participation, gathers feedback, and assists in the assessment of program effectiveness.
Works collaboratively with Residence Life and Housing staff, student employees, and campus partners to ensure effective communication and coordination of services. Supports the hiring, onboarding, and scheduling of student and temporary staff. Contributes to the development and continuous improvement of administrative systems, policies, and workflows to enhance departmental efficiency.
Responds to, documents, and tracks student-related incidents in coordination with the Associate Director, ensuring timely and accurate case management through the University's Student Conduct software system. Assist in reviewing, organizing, and maintaining case files, generating reports, and monitoring follow-up actions to support effective response, communication, and resolution of student conduct or residential life concerns.
Generate reports and summaries to support data-driven decision-making and strategic planning. Supports special projects and initiatives led by the Associate Director or designee.
Must be able to perform all duties as assigned

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