Note: The job is a remote job and is open to candidates in USA. Ball State University is seeking an Administrative Assistant for Housing Operations to deliver exceptional customer service and support daily office operations. The role involves managing high-volume communications, providing accurate information, and assisting with various housing processes and administrative tasks.
Responsibilities
- Deliver high-quality customer service to students, families, campus partners, and community members through phone, email, and in-person interactions. Respond to inquiries, provide accurate housing information, and de-escalate concerns with professionalism and care
- Perform front desk/reception duties, including answering multi-line phones, managing shared email inboxes, greeting visitors, and handling mail and deliveries. Manage after-hours voicemail messaging and ensure timely follow-up and distribution of messages
- Provide administrative support to Housing Operations team consisting of 6 individuals, including scheduling, coordination, and document preparation
- Utilize the housing management system (e.g., StarRez) and other technologies to maintain records, track communications, and support case management
- Serve as a primary point of contact for orientation housing, early arrivals, and interim housing and a back-up point of contact for housing operations processes, including contracts, renewals, interim and short-term housing, and summer conference housing
- Assist with ESA/ADA accommodation processes, including documentation review, coordination, and placement support
- Lead and support special projects such as residency exemption requests, contract cancellation processes, and administrative support for affiliated review committees
- Assist with summer conference operations, including client communication and record maintenance within the housing system
- Maintain accurate files, documentation, and detailed case notes in accordance with departmental standards
- Collaborate with team members and provide cross-functional support as needed
- Perform other related duties and projects as assigned
- Maintain regular and predictable attendance
Skills
- Associate's degree from an accredited institution or equivalent of training/experience in business, administrative support functions, or related areas
- 1-3 years in business, administrative support, or related areas
- Associate's degree from an accredited institution
- Significant experience with Microsoft Office programs including Outlook, Excel, Word, and Power Point
- Previous experience working in a college or university environment
- Knowledge of privacy laws and regulations governing higher education
- Experience with Banner and data management systems
- Cover Letter detailing your qualifications for the position
Benefits
- Paid 10 to 24 vacation days
- 12 sick days
- 10 holidays a year
- Paid parental leave (6 weeks)
- Affordable health and dental insurance
- Robust long-term disability and life insurance plans
- A range of retirement benefits
- Cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
- Cover 100 percent of the tuition costs for you to earn your undergraduate degree
- Cover 80 percent of your graduate tuition
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