Student Life Administrative Assistant

Stevens Institute of Technology • Hoboken, NJ

5d • Onsite

About The Position

The Office of Undergraduate Student Life at Stevens Institute of Technology is seeking a Student Life Administrative Assistant. This role supports the daily functions of the office, including reception and general office management. The position also involves processing budgetary allocations and financial transactions for the Student Life office and the Student Government Association (SGA), which manages over 150 Recognized Student Organizations (RSOs) and a significant annual budget. Key duties include budgetary, compliance, and event management responsibilities. This position reports to the Assistant Dean of Students & Director of Student Life and collaborates with the Office of Undergraduate Student Life staff on financial and administrative matters.

Requirements

• Detail-oriented and organized with the ability to enthusiastically approach new projects and manage multiple tasks simultaneously.
• Prior administrative support experience needed, particularly in the area of budget management and reconciliation.
• High School diploma is required.
• Must have professional verbal and written communication skills.
• The ability to interact with all members of the Stevens community and visitors in a professional manner is required.
• Strong interpersonal skills with the ability to deal with challenging situations in a diplomatic and calm manner, maintaining a customer service orientation.
• Proficiency in Microsoft Word, Excel, PowerPoint, Google docs, and the willingness to learn new technologies as needed.

Nice To Haves

• Knowledge of higher education is a plus.
• An Associates or Bachelor’s degree is preferred.
• Knowledge of Concur and Kuali systems is also helpful.

Responsibilities

• Greet students, faculty, staff and visitors on behalf of the office, address questions, and refer to appropriate personnel
• Answer the Student Life main phone line and reply to general inquiries to the Student Life email address
• Provide support to student organizations and the office for mailing and receipt of mail, packages, purchases, and supplies
• Manage and process daily purchasing card and transaction requests and purchase orders made by roughly 120 student organizations and Student Life personnel in collaboration with a part-time financial assistant.
• Prepare timely payments on behalf of the office and student organizations in the form of disbursement vouchers, reimbursements, and purchase requisitions
• Closely monitor and manage contract and insurance processes for purchases, ensuring compliance with company policies and regulations, while meticulously storing and organizing related documents for easy retrieval and reference
• Refer to policies and procedures to provide financial advisement and process expenditures for the Student Activity Fees, approximately $1.5 million annually, which is disseminated to the SGA and Office of Undergraduate Student Life for programming and capital purchases
• Communicate with organization leaders and staff members regarding purchasing card expenses and deadlines as well as review approved budgetary expenses
• Work in collaboration with the Student Government Association vice-president of finance to track student organization budgets
• Ensure that all financial policies/procedures are followed by student organizations
• Meet regularly with the student organization treasurers to provide advisement on expenditures, develop trainings for club leaders, and review club budget allocations
• Learn and utilize Stevens' electronic financial system and Concur to prepare purchase orders and other financial documents, contact vendors, and keep accurate records and filing system
• Manage the hiring, training, and supervision of student employees to support front desk operations, financial processes, and event support
• Manage the hiring, training, and supervision of student employees to support the University Complex Center Game Room
• Lead the hiring process for the Attila Student Mascot, oversee internal billing for campus mascot appearances, and ensure the cleaning, maintenance, and proper care of mascot costumes and equipment.
• Support large-scale university events, such as Pre-Orientation, Orientation, Move-in, Family Weekend, Founders’ Day Ball, Tech Fest, Commencement, and other events as needed
• Other duties as assigned

Benefits

• Refer to the Stevens Institute of Technology Benefits Guidebook for a full overview of benefits offerings.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED