UA Administrative Specialist

Job Description

Reporting to the University Apartments (UA) Director and receiving assignments from the UA Director, UA Assistant Director, and UA Senior Budget Analyst, provide project management, financial, administrative, and technical support and assistance to the administrative office. Assist the Director in management of the University Apartments Administrative Budget by reconciling ledgers, processing invoices, and working with vendors. Assist with the supervision of payroll and personnel systems as needed. Execute overall management of the administrative office, including composition of correspondence, preparation of forms for reimbursements and direct purchase, maintenance of office files. Edit Kronos punches for UA management staff. Independently prioritize and complete responsibilities within departmental guidelines and University procedures with frequent interruptions. Coordinate the production of the Customer Satisfaction Survey, collect results and input data and compile annual survey report and spreadsheets. Coordinate the distribution and collection of the Climate Assessment Survey with Housing Administration. Generate charts, graphs, and spreadsheets with various software programs such as Excel, Access, and PowerPoint for published documents. Provide graphic services in producing professional products with various software programs such as PowerPoint, Prezi and Photo Shop. Edit, proofread and correct material for punctuation, spelling and format. Act as the UA Marketing Coordinator with Housing Marketing Services to ensure production of all UA brochures, web pages, handbooks and other UA publications are accurate and professional. Purchase, reconcile, and inventory all marketing/promotional items for residents. Compose and proofread reports, letters, and contracts. Responsible for preparation and processing of 30- and 60-day unlawful detainer notices and charges, and the completion of Summons and Complaint forms for submittal to General Counsel. Answer routine inquiries from tenants and the general public. Coordinate calendars and arrange meeting rooms. Manage and reconcile UA Administration general ledger. Perform wide range of office procedures as well as the preparation of routine correspondence including preparation of mileage for submittal, LVO’s, travel expense vouchers, check requests and other forms, typing and Xeroxing. Provide backup assistance to other support staff when necessary. Finally, the position requires flexibility in traveling to and from the various complexes, to and from the various University Apartments offices, as well as to and from a variety of meetings held on the campus.