Administrative Assistant I for Residence Life

Liberty University, Inc.; Lynchburg (VA); On-site; USD 21,000 - 25,000; Full time

Job summary

Liberty University, Inc. is seeking an organized Administrative Support professional to join the Student Life team onsite in Lynchburg.

The role covers calendar management, procurement assistance, and routine clerical tasks to keep departmental operations running smoothly. You will coordinate schedules, handle inquiries, maintain records, and support meetings and special projects with attention to detail and a service-oriented mindset.

Qualifications

• Bachelor’s degree completed or in progress.
• 1-2 years of administrative experience.
• 1-2 years of Microsoft Excel and Outlook experience.

Responsibilities

• Coordinate and manage shared calendars for the Student Life team. Schedule appointments, meetings, and events.
• Assist in organizing and scheduling team meetings, ensuring optimal attendance and effective time management.
• Serve as the primary point of contact for other University departments with Student Life for scheduling and event logistics.

Skills

Microsoft Excel

Outlook

Communication

Organization

Project management

Education

Bachelor's degree

Tools

Microsoft Office

Adobe Creative Suite

Job description

Essential Functions and Responsibilities

Calendar Management and Scheduling

• Coordinate and manage shared calendars for the Student Life team, scheduling appointments, meetings, and events.
• Assist in organizing and scheduling team meetings, ensuring optimal attendance and effective time management.
• Serve as the primary point of contact for other University departments with Student Life for scheduling and event logistics.

Reconciliation and Purchasing Support

• Support budget-related activities by reconciling expenses, submitting requisitions, and maintaining accurate financial records.
• Support the Director in collaboration with finance and procurement to ensure adherence to budgetary guidelines and deadlines.

Communication and Clerical Tasks

• Oversight and management of the department email inbox, directing communications efficiently, responding to inquiries, and forwarding relevant information to appropriate team members.
• Initiate and maintain correspondence with external vendors and serve as the primary point of contact for Student Life partners external to the university.
• Answer the Student Life phone, direct calls appropriately, and provide information to students and other callers.
• Maintain the department website, ensuring information is current, accurate, and easily accessible.
• Draft and edit internal and external department communications with attention to detail and a commitment to clarity.

Office Management and Operations

• Manage the department Dropbox and other file systems, ensuring they are organized, up-to-date, and easily accessible to team members.
• Sign for packages and manage deliveries, ensuring that all items are properly received and distributed to the appropriate team members.
• Support the team in maintaining accurate and organized records, including student attendance at events, budget expenditures, and other relevant data.
• Provide support in the creation and maintenance of departmental databases and spreadsheets.

Meeting Management and Special Projects

• Facilitate effective meeting management, preparing agendas, recording minutes, and tracking action items.
• Facilitate the submission and tracking of project requests, ensuring that all necessary information is gathered and communicated to the Student Life Creative Team.
• Lead and contribute to special projects as assigned by the Director, demonstrating resourcefulness and attention to detail.
• Collaborate with the Student Life Team and other teams within the university on projects that require coordination and administrative support.
• Remain abreast of existing and emerging technologies, processes, products, services, and leading industry performance benchmarks as it pertains to Student Affairs.
• Work effectively as a team member, embracing and fostering LU's mission.

Other duties as assigned.

Qualifications and Credentials - Level I Minimum Qualifications

• Education Bachelor’s degree completed or in progress.
• Experience 1-2 years of administrative experience.
• 1-2 years of Microsoft Excel and Outlook experience.

Preferred Qualifications

• Education Completed bachelor’s degree.
• Experience 2-3 years of administrative experience.
• 2-3 years of Microsoft Excel and Outlook experience.

Abilities and Competencies Essential to the Function of the Job

• Communication Effectively communicates in both verbal and written forms to convey clear, well-articulated information. Able to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner. Demonstrates strong organization, project management, and managerial skills. Possesses excellent computer skills, necessary for Microsoft Office Suite and Adobe Creative Suite.
• Initiative & Work Ethic Task oriented and dedicated, meets deadlines while going the extra mile and producing quality work products. Anticipates needs and takes steps to meet those needs before they crop up, taking a proactive and intentional approach to their duties.
• Leadership & People Skills Sincere and affable, builds relational rapport quickly and establishes meaningful and productive relationships, earning the respect of both their peers and leaders. Proactive and servant-hearted, works hard and inspires others to do so as well. Purposefully shows care for others, exhibiting intentionality, conscientiousness, and emotional intelligence in all their interpersonal interactions.
• Organization Detail-oriented, catching and fixing small errors and details in both visual and written communications. Manages their own schedule, project timelines, as well as the schedules of their team with punctuality and proactivity.

Physical and Sensory Abilities

• Frequently required to travel to local and campus locations.
• Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectively communicate and review ORL media content.
• Occasionally required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 20 or fewer pounds.

Working Conditions

The working environment in which one will typically perform the essential functions of this position is in an office setting. However, work frequently occurs in a variety of other settings; including, but not limited to, residence halls, warehouses, and outdoor activities.

Driving Requirements

Use of one’s personal vehicle (or LU vehicles) may be required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance is required.

Time Type, Location, Pay Range, and Compensation

Full time, Onsite. Compensation is determined based on factors such as qualifications, experience, education, skills, and certifications, along with University needs and external market conditions. Market benchmarks may be used, as appropriate, in combination with internal equity to ensure pay is fair and aligned with the broader compensation structure. The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. $15.38 - $18.27

The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.

Before you begin an application, please review our application process. Whatever capacity you work in at Liberty University, you’ll be playing a supportive role in our mission of Training Champions for Christ. Liberty has a wide variety of engaging and challenging positions available that are waiting for committed men and women of integrity just like you. Located in the foothills of the Blue Ridge Mountains in Lynchburg, Va., Liberty University has been Training Champions for Christ since 1971. As one of the nation’s largest Christian universities, Liberty employs a diverse community of faculty, staff, and student professionals who are united by a shared mission and commitment to excellence. Through their dedication and service, Liberty employees help create a collaborative, faith-driven environment that supports meaningful work and lasting impact.