Administrative Assistant (2024-2025)

The Administrative Assistant is a Housing & Dining staff member who is a vital part of successful operations in the residence hall. The front desk serves as an information hub for students, staff and guests. As a staff member, the Administrative Assistant provides assistance to residents regarding personal, interpersonal and academic concerns, and is instrumental in assisting the hall in becoming a cohesive and inclusive living and learning community. 

The Administrative Assistant is supervised by a Coordinator but works in conjunction with the other Desk Assistants, Secretaries, and Graduate Assistants. Administrative Assistants provide support and guidance for hall operations in the stead of Coordinators and Hall Secretaries. Additionally, they assist with the administration of the residence hall and provide strong leadership and direction for the residence hall front desk.

Compensation & Hours

• $11 per hour; $0.25 raise per consecutive year of employment in the position
• Minimum of 12 hours and maximum of 20 hours per week during regular university hours (M-F; 8 AM - 4:30 PM)
• Ability to work up to 40 hours per week when classes are not in session 
  • ex: August and January Move In periods

Note: As a UNI student employee, you cannot work more than 20 hours per week on campus during the school year when classes are in session. 

Minimum Qualifications

• Applicants must have at least one semester of residence hall experience at UNI (or at another institution of higher education)
• Applicants must have and maintain a minimum 2.25 semester and cumulative UNI grade point average.
• Applicants must be in good academic, behavioral and financial standing with the university.
• Applicants must be full-time, degree-seeking students at the University of Northern Iowa.
• Trustworthiness, reliability, and ability to maintain confidentiality and interact confidently with a wide range of people are essential characteristics.

Preferred Qualifications

• Administrative Assistant candidates with at least one semester of prior experience within the Desk Assistant role at the University of Northern Iowa. 
• As a staff member within Housing & Dining, it is preferred that Administrative Assistants live on-campus during their time within the role. 
• Administrative Assistants candidates have the intention of enrolling in classes at least one semester following the 2024-2025 year of appointment.

Appointment Period

Administrative Assistants are employed for the entire academic year. Administrative Assistants hired for the 2024-2025 academic year will be expected to begin work no later than Monday July 29, 2024 through the Sunday following move-out (additional hours past this date may be granted upon approval). Dates may be adjusted based on changes made to the academic calendar. 

• Attend training during the last week of July 2024
• Facilitate Desk Assistant Training during the first week of August
• Available to work during the 2 weeks before classes begin for the Fall 2024 semester
• Available to work the week before classes begin for the Spring 2025 semester

Participation in non-academic activities during the periods outlined above is subject to approval by the Residence Life Coordinator team. Due to the hours required of the Administrative Assistant position, we ask that candidates are not involved in: Cat Crew, Move-In Crew or Marching Band as these commitments can conflict greatly with this particular position. 

Administrative Assistant responsibilities include:

• Opening and/or closing of the office, greeting office guests and addressing concerns
• Performing typing, photocopying, and filing
• Answering phones, taking messages, making calls
• Sending, receiving, and responding to emails
• Providing informed assistance in response to questions, directions, and problems upon request or observation
• Directing residents and guests to the proper campus & community resources
• Utilizing Microsoft Word, Microsoft Excel, Google programs (i.e. Gmail, Google Drive, Google Calendar), and StarRez
• Regarding information confidentially with discretion
• Maintaining inventory of property to be checked out for resident use, issuing the property, and securing its return
• Sorting and distributing mail, maintaining correct addresses and forwarding mail information
• Maintaining record of parcel post, insured packages, UPS/FedEx deliveries and distributing packages to residents
• Knowing departmental policies and procedures as directed by Housing & Dining.
• Knowing university policies and procedures when it comes to emergencies/crises occur as directed by Housing & Dining
• Provide support for hall operations including but not limited to: room condition reports, room moves, occupancy tracking, common room space reservations, purchasing paperwork and key audits 
• Look after office inventory related to office supplies and equipment, supplying any supply orders to hall secretary or coordinator as needed
• Keep the desk area clean
• Fill out all paperwork completely and correctly as directed by the Coordinator or Secretary
• Other duties as assigned to meet the needs of the students and the department
• Provide desk coverage for the start and end of Fall Break, Semester Break, and Spring Break
• Create schedule for full office coverage, including creation of emergency schedules
• Be available, attentive and on-time to Desk Training both fall and spring semesters and monthly staff meetings as designated by the Coordinator
• Provide strong leadership and supplemental training to the desk assistant team
• Present university in a positive light to guests and prospective students visiting the hall for tours
• Performing other duties as assigned by the coordinator, Hall Secretary, or Graduate Assistant

Applicants need to be able to return to campus no later than Monday July 29, 2024 to take part in a mandatory training as well as be able to work the weeks leading up to the opening of the residence halls and start of Fall academic semester. (Dates may be adjusted based on changes made to the academic calendar.)