Administrative Assistant 3, Housing/Residence Life & Dining Services

Austin Peay State University - Clarksville, TN

Full-time - Entry Level

Clarksville, TN

5,001-10,000 employees

Educational Services

About the position

The Administrative Assistant 3 position at Austin Peay State University is responsible for providing comprehensive administrative support to the Housing/Residence Life and Dining Services departments. This role involves greeting visitors, answering inquiries, managing communications, and assisting with various office tasks to ensure smooth operations within the department. The position requires strong organizational skills, effective communication, and the ability to handle multiple tasks in a busy environment.

Responsibilities

• Greet visitors and provide general information.
• Serve as office receptionist.
• Answer telephones, refer calls, take messages and make appointments for staff.
• Sort and distribute incoming/outgoing mail.
• File office documents/records as needed.
• Process all paperwork/purchase orders related to housing projects/furniture orders.
• Complete procurement forms at end of projects/process invoices/receive per procurement guidelines.
• Maintain rosters for Faculty/Staff housing.
• Check out loaner keys to students, following safety and security rules.
• Implement security measures to include accurate record of keys issued/returned for residents and/or staff.
• Submit and monitor housing work orders.
• Prioritize all student work orders, input data and file all reports.
• Submit and monitor maintenance for campus laundry service.
• Schedule meetings for Housing & Residence Life staff and process correspondence concerning the meeting schedules as directed.
• Schedule meeting rooms under the jurisdiction of Housing & Residence Life Office.
• Assist Housing & Residence Life staff with preparation of routine correspondence, work orders and other printed materials.
• Type correspondence, forms, documents and other printed materials upon request.
• Initiate mailings for all outside correspondence (applications, marketing, general information).
• Assist with special projects as needed pertaining to Housing & Residence Life, Dining Services, and Community Engagement and Sustainability Offices.
• Initiate, plan and prepare for publication any departmental marketing correspondence.
• Order, process and monitor supplies, equipment and furniture.
• Perform other job-related duties as assigned.

Requirements

• High School diploma or GED.
• A minimum of two (2) years of related experience as a full-time professional or project coordinator.
• Efficiency with Microsoft Office Suite such as Outlook, Word, PowerPoint, and Excel.
• Advanced oral and written communication skills.
• Good organizational skills.
• Ability to maintain confidentiality of records and information.
• Ability to communicate effectively and appropriately.

Nice-to-haves

• Bachelor's Degree and a minimum of two (2) years' experience in an office setting.
• Experience using StarRez Housing Management System.
• Experience using One Card software and all applications.

Benefits

• Health insurance
• Paid holidays
• Professional development opportunities
• Flexible scheduling