Administrative Assistant
About The Position
The Administrative Assistant is a full-time, non-exempt position providing essential administrative support to Iona University’s Office of Residential Life. The role supports professional and paraprofessional staff and serves as an initial resource for students, parents, vendors, and the campus community. The position reports directly to the Director of Residential Life. Hours vary, but are traditionally 9 a.m.–5 p.m., Monday through Friday, with exceptions during peak periods, special evening events, and other required evening and weekend work. The Administrative Assistant supports office staff by scheduling appointments, maintaining calendars, arranging and confirming meetings, and coordinating travel schedules, accommodations, and budgets. The role helps maintain office operations, including purchasing supplies, organizing files, preparing correspondence, reports, college forms, and other materials, sorting and distributing mail, and keeping the office organized. The position uses StarRez, PeopleSoft, 25Live, and Maxient for day-to-day tasks and liaises with vendors regarding office equipment and supplies. The role answers and routes phone calls, takes messages, and assists visitors with questions and requests. It maintains sensitive and confidential information in accordance with College policies, maintains accurate occupancy records, collects student fines or payments, and prepares deposit slips for funds submitted to the Finance department. The Administrative Assistant also supports special events and the Division of Student Life as needed, and assists with training, scheduling, and accountability for student office assistants.
Requirements
- Bachelor’s degree strongly preferred.
- Proficiency with standard Microsoft Office applications.
- Conversant with social media platforms.
Nice To Haves
- Prior work in Residential Life or higher education preferred.
- One to two years of experience in higher education or related experience preferred.
- Experience with faith-based organizations is a plus.
Responsibilities
- Provide administrative support to the Director, Assistant Directors, Residence Hall Directors, and other Residential Life staff.
- Schedule appointments, maintain calendars, arrange and confirm meetings, and coordinate travel schedules, accommodations, and budgets.
- Maintain office operations, including purchasing supplies, maintaining files, preparing correspondence, reports, college forms, and other materials.
- Use StarRez, PeopleSoft, 25Live, and Maxient for day-to-day tasks.
- Sort and distribute office mail and maintain an organized and clean office.
- Serve as a vendor liaison to support office equipment operation and supply availability.
- Answer phones, take messages, and route calls to appropriate personnel.
- Assist students, parents, staff, faculty, vendors, and other campus community members with requests and questions.
- Maintain confidential information with judgment and in accordance with College policies.
- Maintain accurate occupancy records, collect student fines or payments, and prepare deposit slips for funds to be deposited with the Finance department.
- Provide support for special events, including move-in, closings, training sessions, room selection, RA selection, after-hours events, and Commencement.
- Provide support to the Division of Student Life as needed and perform other duties as assigned.
- Assist with training, scheduling, and accountability of student office assistants, including training in customer service, office operations, and referrals.
- Work evenings and weekends as required.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
