Temporary Administrative Assistant

Berea-College; Berea (KY); On-site; USD 32,000 - 42,000; Full time

Job summary

Berea College seeks a Temporary Administrative Assistant to support the Residential Education Program and on-campus living. The role emphasizes office operations, budget coordination, and handling confidential records to ensure smooth student services.

The position requires strong organizational and communication skills, ability to supervise student staff, and collaboration with faculty and staff to sustain a high standard of residential programs and campus services.

Qualifications

• Strong organizational and project management skills.
• Excellent written and verbal communication abilities.
• Proficiency with Banner, Argos, StarRez, DocuSign or similar systems.
• Knowledge of basic bookkeeping and accounting procedures.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide comprehensive administrative support to the Residential Education program, including managing calendars and arranging appointments.
• Maintain accurate records by filing, retrieving documents, and supporting office organization.
• Serve as liaison with the campus community; manage departmental correspondence and inquiries.
• Coordinate housing processes, including roommate matching and room applications.
• Supervise student staff and collaborate with the Director of Residential Education.
• Plan and support departmental events, meetings, and trainings, including minutes where needed.
• Support integration and oversight of department systems (e.g., Banner, Argos, StarRez, Smartsheets).
• Assist with budget coordination, purchase orders, and reconciliation of departmental accounts.

Skills

Office management

Administrative support

Higher education experience

Detail-oriented

Interpersonal communication

Customer service

Team collaboration

Education

High school diploma

Tools

Banner

Argos

StarRez

DocuSign

Job description

The Temporary Administrative Assistant provides administrative support to the Residential Education Program. This role ensures smooth office operations, supports departmental leadership, and facilitates essential functions related to student living on campus.

The position demands a collaborative, detail-oriented professional capable of managing complex tasks and providing quality student services in a dynamic environment. Responsibilities include office management, budget coordination, system oversight, maintaining of confidential records, student account administration, providing supervision of student staff, and direct support Berea’s Great Commitment to residentiality.

Following long-standing tradition and practice at Berea College, this position includes responsibility for supervising, mentoring, and developing students in the College's integrated Work College Program. This supports student learning, career readiness, and the program's learning goals and outcomes. The Work College Program provides a developmental framework that guides student learning while creating a structured mentorship opportunity, with role-specific training that equips faculty and staff mentors to support student development. Faculty and staff mentors play an essential part in helping students connect their work-learning-service experiences with broader academic, professional, and personal development. For faculty, this aligns with Berea's tenure and promotion criteria.

Administrative Support & Office Management

• Provide comprehensive administrative support to the Residential Education program, including managing calendars, arranging appointments, and overseeing daily office operations to ensure functionality and efficiency.
• Maintain accurate records by preparing, filing, and retrieving documents while ensuring the office is well-supported and organized.

Communication & Coordination

• Serve as the liaison with the campus community, managing departmental correspondence. Respond to emails, phone calls, and mail to address inquiries and provide accurate information about residential living, campus programs, and student services.
• Coordinate communication regarding student housing processes, including roommate matching, room selection, and community applications.

Leadership and Supervision

• Support and train labor students within the Residential Education offices, in collaboration with the Director of Residential Education.
• Oversee student staff to ensure excellence in customer service and administrative support.

Event and meeting Support

• Arrange departmental events, meetings, and trainings, including scheduling, room reservation, catering, and agenda preparation.
• Attend meetings as requested, recording and distributing minutes.

System Integration and Oversight

• Support the integration, maintenance, and optimization of department systems (eg Berea Engage, Argos, StarRez, Maxient, Smartsheets, and Banner).
• Act as an office-based consultant, collaborating with Berea College Information Technology to train staff on new technologies, ensure technology is functioning, and roll out any upgrades.

Budget and Financial Support

• Prepare financial documents, including budgets, purchase orders, and check requests. Reconcile departmental budgets in coordination with supervision.
• Support the housing and meals billing process and reconcile student accounts.

Residential Education-Specific Administrative Support

• Facilitate processes such as background checks, elective meal plan enrollment, and related Residential Education functions
• Provide data and reports to support Residential Education program development and assessment.

Adaptability & Collaboration

• Demonstrate flexibility and willingness to take on additional responsibilities as needed to support the Residential Education program.

Education required to ensure success in this position:

• High school diploma, required.

Experience required to ensure success in this position:

• 1 – 2 years’ experience office management
• Experience in administrative support, required.
• Experience in higher education or Student Affairs is preferred

Special skills, knowledge and abilities:

• Strong organizational and project management skills
• Excellent written and verbal communication abilities.
• Proficiency in computer systems and software including, Banner, Argos, StarRez, DocuSign (preferred)
• Knowledge of basic bookkeeping and accounting procedures.
• Ability to manage confidential information with discretion.
• Strong interpersonal skills for effective collaboration across departments.

License, certification, or registration necessary:

• None

Physical requirements:

• Ability to navigate campus/public buildings and grounds
• Ability to occasionally life up to 20 lbs.
• Ability to sit for long periods of time with computer usage

Environmental conditions:

• Professional office environment with interruptions and noise due to frequent visitors, students, staff and faculty.

Ability to operate the following vehicles or equipment:

• Standard office equipment, such as computer, phone, fax machine, copier, printer.