Administrative Specialist, Residence Life and Housing-Human Resources and Payroll Support

Pay Grade: 29E

Context of the Job:

Residence Life & Housing (RLH) plays a key role in furthering the strong residential character of the University of Delaware. RLH focuses on the campus residential community, comprising over 42 residence halls housing 7,200 students with over $68 million in annual transactions, as it relates to the student experience and belonging and ensures that programs and operations align with and support Divisional and institutional missions.

Under general direction of the Executive Director of Residence Life & Housing, performs a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions. Coordinates a wide range of human resources and payroll processes for a staff of 250 undergraduate and 5-8 graduate student employees in a 50% annual turnover environment for a large campus housing system comprised of over 42 residence halls housing 7,300 undergraduate students with over $68 million in annual transactions.

Provides training and resources to full time exempt, non-exempt, and graduate staff in the area of relevant HR practices and processes for student employees. Functions as a liaison to several university departments in areas of payroll and procurement processes. Oversees procurement card registration and security and policy adherence for 30 account holders.

Serves as primary human resources oversight for over 250 student staff members, including recruitment, training, employee relations, HR reporting, policy interpretation, on-boarding, and payroll. Support annual student employee recruitment and selection activities.

Weekend responsibilities are required for the annual Spring RA interview weekend and residence hall Fall opening activities.

Major Responsibilities:

• Serve as sole direct support for the Executive Director (ED) of Residence Life & Housing. Manage Director’s calendar, coordinate and schedule meetings, and diplomatically make decisions regarding meeting and time requests. Provide complete administrative support for the ED. Create agendas and materials for meetings and events, attend applicable meetings and maintain active logs/minutes.
• Collect information from department leadership group to develop key department reports. Sort and edit data for effective presentation.
• Serve as the administrative lead for the housing master planning and major facility initiatives. Coordinate meetings, disseminate information, and maintain effective team records.

• Serve as primary contact for the ED. Respond to routine and non-routine inquiries. Initiate fact-finding to resolve issues independently. Refer students and parents to appropriate University offices for assistance.

• Coordinate and attend various bi-weekly, monthly, and other departmental meetings. Develop agendas and organize guest presentations and attendance, develop accurate minutes, and follow up on action required. Coordinate and attend bi-weekly Resident Assistant Advisory Team meetings. Coordinate representative membership by each complex as well as invited guests, reserve space and catering, and develop accurate minutes. Serve as procurement card approver for Executive Director
• Serve as primary coordinator of all Human Resources functions for Residence Life & Housing undergraduate and graduate staff. Participate in recruitment and selection of student Staff employees. Initiate JEDs, S-Contracts, Graduate Student Contract Responsibility Forms, Student Funding Allocation Forms, Graduate Non-Contract Pay forms, and related payroll information for the hiring, termination, and transfer of approximately 200 Resident Assistants, Graduate Assistants, and front desk, and Courtyards Clubhouse personnel. Process Criminal Background Check forms for new hires and payroll forms for Work Study and summer miscellaneous wage employees. Calculate salaries and wages-in-kind (housing value) for student staff members. Edit and approve time for all hourly employees in the department. Resolve problems related to student staff payroll.
• Coordinate response to job reference and governmental agency background checks for present and past student employees. Oversee institutional records retention policy adherence for the department. Maintain personnel files for all levels of Residence Life & Housing staff.
• Support annual Resident Assistant hiring program with approximately 200 candidates. Develop and maintain master selection data set and develop appropriate confidentiality measures. Maintain up-to-date candidate pool records.
• Maintain student staff training records annually. Monitor compliance of 200 RA’s for CLERY, Sexual Misconduct, and Non-Discrimination policy/protocol training. Oversee the collection of training compliance documentation from supervisors of RA staff hired after August centralized training.
• Work closely with Human Resources department on new processes in order to ensure smooth transition, flow, and processing of required forms. Provide input and feedback to Human Resources on the functioning of procedures. Engage in meetings and training sessions related to proficiencies and protocols related to position. Develop information sharing and training presentations for Residence Life & Housing exempt and non-exempt staff on HR policy, process, and protocol changes.
• Initiate and maintain Residence Life & Housing staff access to secured web-based resources and forms. Develop systems to add and delete staff member security access relative to personnel changes. Provide information updates to the Assistant to the Vice President of Student Life, UDPD, and Information Technologies for staff changes relative to secure access protocols.
• Oversee department compliance with UD Records Retention and Disposal policies and maintain security of all archived personnel records.
• Serve as department representative processing and initiating modifications to staff procurement cards (i.e., default purpose codes, spending limit changes, name changes, cancel cards, etc.) and work with Procurement Services regarding needs and unique concerns. Process Journal Voucher Forms to appropriately initiate account code changes and accurate purpose code accounting.
• Initiate Cash Transmittal forms to deposit income/reimbursements into department purpose codes and other various University forms. Serve as primary department contact for any procurement card issues or concerns. Maintain account access on all department procurement cards.
• Assist with answering department phone calls from parents, students, fellow UD employees, or outside individuals who have questions or concerns regarding various issues. Develop and maintain up-to-date knowledge and understanding of StarRez software platform modules to address student and parent concerns.
• Maintain all department cell-phone contracts and pay monthly cell phone bills for professional staff member cell phones and duty phones. Track and facilitate payment on multiple quarterly copier maintenance contracts. Serve as a back-up for other non-exempt staff in the department who are out on a leave of absence or vacation. Engage in cross training with department non-exempt staff to cover other duties when necessary.
• Assume active roles in weekly Operations Administrative Team meetings to improve the overall functioning of central office practices and communication. Engage in a variety of individual and group meetings involving department budget issue and needs.
• Perform special projects as assigned by the ED Director.

Qualifications:

• Bachelor’s degree in business administration or other job-related field and three years job-related experience supporting an executive, or equivalent combination of education and experience.
• Effective organizational skills and attention to detail, with ability to operate independently and to use sound judgement, initiative, and discretion in all interactions with constituents.
• Skill in budget preparation and management.
• Extensive knowledge of and demonstrated leadership in office practices and procedures as well as the principles and practices of office management.
• Effective interpersonal, oral, and written communication skills.
• Experience in creating reports and communications of a confidential or sensitive nature.
• Proficiency in the Windows environment, Microsoft Office (Access, Excel, PowerPoint, Word, Outlook), electronic communication and internet research.
• Ability to manage multiple projects, establish planning process/priorities, and meet deadlines.
• Ability to use keen listening and problem-solving skills, maintain sensitivity to constituents’ circumstances and quickly determine proper action.
• Ability to collaborate and work successfully in a team environment.
• Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
• Working knowledge of FERPA, the Clery Act, and Title IX.
• Knowledge of University policies and procedures preferred.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.