Student Life Administrative Assistant

Stevens Institute of Technology; Hoboken (NJ); On-site; USD 41,000 - 55,000; Full time

Job summary

Stevens Institute of Technology in Hoboken, NJ is seeking a Student Life Administrative Assistant for the Office of Undergraduate Student Life. The role supports daily office functions, budget management, and event planning while collaborating with staff and student organizations.

You will process financial transactions, manage purchasing and hiring of student employees, and assist with large university events. A professional communication style is essential.

Qualifications

• Prior administrative support experience with budget management and reconciliation.
• High School diploma required; Associates or Bachelor's degree preferred.
• Strong verbal and written communication skills in a professional environment.

Responsibilities

• Greet students, faculty, staff and visitors for the office.
• Answer main phone line and respond to inquiries via email.
• Support student organizations and office mail, purchases and supplies.
• Process daily purchasing card and purchase orders for ~120 RSOs with a part-time assistant.
• Prepare timely payments via disbursement vouchers, reimbursements and requisitions.
• Monitor contracts and insurance for purchases, ensure compliance and organize documents.
• Advise on expenditures for Student Activity Fees (~$1.5M annually).
• Communicate with organization leaders about expenses and deadlines.

Skills

Interpersonal skills

Microsoft Word

Excel

PowerPoint

Google Docs

Concur

Kuali systems

Education

High School diploma

Associates or Bachelor's degree preferred

Tools

Concur

Kuali

Job description

Student Life Administrative Assistant, Office of Undergraduate Student Life

Stevens Institute of Technology is seeking a Student Life Administrative Assistant for the Office of Undergraduate Student Life who is organized, proactive, welcoming, and has the capability to work well with college students. Specifically, the Student Life Administrative Assistant will be responsible for will support the staff with the daily functions of running the Office of Undergraduate Student Life, including general reception and office management responsibilities. In addition, the Student Life Administrative Assistant will process the budgetary allocations and financial transactions for the Student Life office and the Student Government Association (SGA), which oversees roughly 150+ Recognized Student Organizations (RSOs), and a budget of $2.8 million annually through the Student Activity Fee and operating budgets. The Student Life Administrative Assistant has budgetary, compliance, and event management duties. This position will report to the Assistant Dean of Students & Director of Student Life and works collaboratively with the staff in the Office of Undergraduate Student Life on matters related to financial and general office administration.

Responsibilities

• Greet students, faculty, staff and visitors on behalf of the office, address questions, and refer to appropriate personnel
• Answer the Student Life main phone line and reply to general inquiries to the Student Life email address
• Provide support to student organizations and the office for mailing and receipt of mail, packages, purchases, and supplies
• Manage and process daily purchasing card and transaction requests and purchase orders made by roughly 120 student organizations and Student Life personnel in collaboration with a part-time financial assistant.
• Prepare timely payments on behalf of the office and student organizations in the form of disbursement vouchers, reimbursements, and purchase requisitions
• Closely monitor and manage contract and insurance processes for purchases, ensuring compliance with company policies and regulations, while meticulously storing and organizing related documents for easy retrieval and reference
• Refer to policies and procedures to provide financial advisement and process expenditures for the Student Activity Fees, approximately $1.5 million annually, which is disseminated to the SGA and Office of Undergraduate Student Life for programming and capital purchases
• Communicate with organization leaders and staff members regarding purchasing card expenses and deadlines as well as review approved budgetary expenses
• Work in collaboration with the Student Government Association vice-president of finance to track student organization budgets
• Ensure that all financial policies/procedures are followed by student organizations
• Meet regularly with the student organization treasurers to provide advisement on expenditures, develop trainings for club leaders, and review club budget allocations
• Learn and utilize Stevens' electronic financial system and Concur to prepare purchase orders and other financial documents, contact vendors, and keep accurate records and filing system
• Manage the hiring, training, and supervision of student employees to support front desk operations, financial processes, and event support
• Manage the hiring, training, and supervision of student employees to support the University Complex Center Game Room
• Lead the hiring process for the Attila Student Mascot, oversee internal billing for campus mascot appearances, and ensure the cleaning, maintenance, and proper care of mascot costumes and equipment.
• Support large-scale university events, such as Pre-Orientation, Orientation, Move-in, Family Weekend, Founders’ Day Ball, Tech Fest, Commencement, and other events as needed
• Other duties as assigned

Required qualifications

• Prior administrative support experience needed, particularly in the area of budget management and reconciliation. Knowledge of higher education is a plus.
• High School diploma is required; an Associates or Bachelor’s degree is preferred.
• Must have professional verbal and written communication skills. The ability to interact with all members of the Stevens community and visitors in a professional manner is required.

Knowledge and Skills

• Strong interpersonal skills with the ability to deal with challenging situations in a diplomatic and calm manner, maintaining a customer service orientation.
• Proficiency in Microsoft Word, Excel, PowerPoint, Google docs, and the willingness to learn new technologies as needed.
• Knowledge of Concur and Kuali systems is also helpful.

Compensation Range

In compliance with the New Jersey Wage Transparency Act, the annual base salary range for this position is $41,400.00 - $55,200.00. This range represents the University’s good faith estimate of possible compensation at the time of posting. Stevens Institute of Technology determines compensation based on factors including the position’s scope and responsibilities, the candidate’s experience, education, skills, internal equity, market data, and organizational considerations. The final salary will be set considering departmental budget, qualifications, and relevant credentials. This pay range represents base pay only and excludes additional forms of compensation, such as incentives, stipends, or other applicable pay components.

Stevens Institute of Technology is a premier, private research university in Hoboken, New Jersey, overlooking the Manhattan skyline.

EEO Statement: Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status. Stevens is building a diverse faculty, staff, and student body and strongly encourages applications from people of all backgrounds. Stevens seeks candidates who will contribute to a welcoming and inclusive environment for all students, faculty and staff.

Jeanne Clery Disclosure: In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the Department of Public Safety is required to publish an annual security report which includes statistics mandated by the Clery Act.

The university is in the top 1% nationally of colleges with the highest-paid graduates.