Administrative Assistant I for Residence Life

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

Benefits offered by this job

Health insurance

Retirement plans

Tuition assistance

Job summary

Liberty University is seeking an Administrative Assistant for Student Life to manage calendar scheduling, communication, and office operations. You will support the Director and Student Life leadership by handling emails, phone inquiries, meeting logistics, and reports.

Ideal candidates have a Bachelor’s degree (completed or in progress) and 1–2 years of administrative experience, including Excel and Outlook.

Qualifications

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

Responsibilities

• Manage the department calendar and scheduling for Student Life team.
• Reconcile expenses, submit requisitions, and maintain financial records.
• Answer inquiries, manage the inbox, and draft internal/external communications.
• Maintain department files and records; assist with databases/spreadsheets.
• Lead minutes, agendas, and project tracking for meetings and initiatives.

Skills

Microsoft Excel

Microsoft Outlook

Communication

Education

Bachelor’s degree completed or in progress

Bachelor’s degree completed

Tools

Microsoft Office Suite

Adobe Creative Suite

Job description

The Administrative Assistant for Student Life reports directly tothe department Director to meet administrative, scheduling, andcommunication needs as they arise. This position manages thedepartment calendar, facilitates communication among the team,performs various office management functions, assists in thefacilitation and note-taking of various meetings, and generatesreports for Student Life leadership. This role is crucial inmaintaining efficient operations and ensuring the seamlessexecution of various administrative functions that may includeresponding to phone calls, replying to emails received in thedepartment inbox, or overseeing the purchase of office equipmentand supplies. The ideal candidate for this position is organized,detail-oriented, self-motivated, relational, timely, andanticipates needs before they arise.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Calendar Management and Scheduling
  • Coordinate and manage shared calendars for the Student Lifeteam, scheduling appointments, meetings, and events.
  • Assist in organizing and scheduling team meetings, ensuringoptimal attendance and effective time management.
  • Serve as the primary point of contact for other Universitydepartments with Student Life for scheduling and eventlogistics.
• Reconciliation and Purchasing
  • Support budget-related activities by reconciling expenses,submitting requisitions, and maintaining accurate financialrecords.
  • Support the Director in collaboration with finance andprocurement to ensure adherence to budgetary guidelines anddeadlines.
• Communication and Clerical Tasks
  • Oversight and management of the department email inbox,directing communications efficiently, responding to inquiries, andforwarding relevant information to appropriate team members.
  • Initiate and maintain correspondence with external vendors andserve as the primary point of contact for Student Life partnersexternal to the university.
  • Answer the Student Life phone, direct calls appropriately, andprovide information to students and other callers.
  • Maintain the department website, ensuring information iscurrent, accurate, and easily accessible.
  • Draft and edit internal and external department communicationswith attention to detail and a commitment to clarity.
• Office Management and Operations
  • Manage the department Dropbox and other file systems, ensuringthey are organized, up-to-date, and easily accessible to teammembers.
  • Sign for packages and manage deliveries, ensuring that allitems are properly received and distributed to the appropriate teammembers.
  • Support the team in maintaining accurate and organized records,including student attendance at events, budget expenditures, andother relevant data.
  • Provide support in the creation and maintenance of departmentaldatabases 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 andcommunicated to the Student Life Creative Team.
  • Lead and contribute to special projects as assigned by theDirector, demonstrating resourcefulness and attention todetail.
  • Collaborate with the Student Life Team and other teams withinthe university on projects that require coordination andadministrative support.
• Remain abreast of existing and emerging technologies,processes, products, services, and leading industry performancebenchmarks as it pertains to Student Affairs.
• Work effectively as a team member, embracing and fostering LU'smission.
• 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 THEJOB

Communication

• Effectively communicates in both verbal and written forms toconvey clear, well-articulated information.
• Able to understand, speak, and write English in order to conveymessages and correspond in an articulate and professionalmanner.
• Demonstrates strong organization, project management, andmanagerial skills.
• Possesses excellent computer skills, necessary for MicrosoftOffice Suite and Adobe Creative Suite.

Initiative & Work Ethic

• Task oriented and dedicated, meets deadlines while going theextra mile and producing quality work products.
• Anticipates needs and takes steps to meet those needs beforethey crop up, taking a proactive and intentional approach to theirduties.

Leadership & People Skills

• Sincere and affable, builds relational rapport quickly andestablishes meaningful and productive relationships, earning therespect of both their peers and leaders.
• Proactive and servant-hearted, works hard and inspires othersto do so as well.
• Purposefully shows care for others, exhibiting intentionality,conscientiousness,and emotional intelligence in all theirinterpersonal interactions.

Organization

• Detail-oriented, catching and fixing small errors and detailsin both visual and written communications.
• Manages their own schedule, project timelines, as well as theschedules of their team with punctuality and proactivity.

Physical and Sensory Abilities

• Frequently required to travel to local and campuslocations.
• Frequently required to sit for extended periods to performdeskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectivelycommunicate and review ORL media content.
• Occasionally required to stand, walk, and climb stairs to moveabout the building.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 20 or fewer pounds.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform theessential 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, andoutdoor activities.

Driving Requirements

Use of one’s personal vehicle (or LU vehicles) may be required fortravel in the performance of the essential functions of thisposition. Proof of a valid Virginia driver’s license, an acceptableDMV record, and liability insurance is required.

Time Type

Full time

Location

Onsite

Pay Range

Compensation is determined based on factors such as qualifications,experience, education, skills, and certifications, along withUniversity needs and external market conditions. Market benchmarksmay be used, as appropriate, in combination with internal equity toensure pay is fair and aligned with the broader compensationstructure.

The position may also be eligible for comprehensivebenefits , including health insurance, retirement plans, and tuition assistance.

$15.38 - $18.27

The University is an Equal Opportunity Employer. We believe itis our moral and legal obligation to meet the responsibility offensuring that all management practices regarding employees areconducted in a nondiscriminatory manner. In compliance with TitleVII of the 1964 Civil Rights Act, and other applicable federal andstate statutes, all recruiting, hiring, training, and promotingforall job classifications will be administered without regard torace, color, ancestry, age, sex, national origin, pregnancy orchildbirth, disability, military veteran status or other applicablestatus protected by law, including state of employment protectedclasses. It is, therefore, our policy and intention to evaluate allemployees and prospective employees strictly according to the requirements of the job. All personnel related activities such ascompensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs,and return from layoffs, and all other terms, conditions andprivileges of employment will be administered without regard torace, color, ancestry, age, sex, national origin, pregnancy orchildbirth, disability, military veteran status or other applicablestatus protected by law, including all applicable state ofemployment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiringpractices and EEO discrimination practices are in full compliancewith 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 membersof their own religious beliefs.