University of the Sciences in Philadelphia (USP)
Department-Student Life/Student AffairsAffairs
Position Title: Administrative Coordinator

SUMMARY:
Performs a variety of administrative and staff support duties for the Director of Student Life which includes Residence Life, Leadership Development, Greek Life and Orientation. This requires a range of skills and knowledge of the programs/services offered in Student Life. Monitors Department of Student Life budgets, expenditures, and transfer of funds. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. This individual supervises one administrative assistant and additional staff as needed.

DUTIES AND RESPONSIBILITIES:

1. Maintain all housing records on the Datatel System for both new and returning students.
2. Post, balance, monitor, and reconcile budget and expenditures for Department of Student Life and process outstanding invoices.
3. Supervise, train and evaluate one administrative assistant and assist in the training of other staff in the day-to-day colleague functions, database development, housing systems, other Student Life procedures, policies and processes.
4. Assists department/division administrator (s) in problem solving, project planning and development and execution of stated goals and objectives.
5. Coordinates all housing assignments, housing charges, and placement of incoming students.
6. Coordinates with the Controller’s Office on room damage billings, security deposits, room assignment billings and other areas dealing with the Controller’s Department.
7. Develops, designs and maintains Residence Life Off-Campus Housing and Student Life WebPages.
8. Establishes, updates, maintains unit’s departmental files and records; implements, plans, and maintains data management systems.
9. Coordinate bi-weekly student payroll for all Student Life and Residence Life staff, which includes approximately 140 students.
10. Supervises, directs, and trains office assistants.
11. Coordinates various mailings for Residence Life, Orientation, and other Student Life activities.
12. Creates, composes and edits correspondence, memos, and flyers. Develops publicity documents for department.
13. Prepares and compiles statistical reports at the request of Student Life staff members and other USP departments.
14. Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison and the initial information resource for Student Life to prospective and current students and parents.
15. Coordinates with staff from other departments and operating units and the general public in the resolution of day-to-day administrative and operational problems.
16. Coordinates with Department of Student Life on various activities for current and prospective students including but not limited to Housing Fair, Student Appreciation Day, Family Day, and Orientations.
17. Oversees and provides support activities for the unit/division such as answering telephones, assisting visitors, and resolving problems and inquiries, when necessary.
18. Assists department/division administrator (s) in problem solving, project planning and development and execution of stated goals and objectives.
19. Sorts, screens, reviews, and distributes incoming and outgoing mail.
20. Composes, prepares, or ensures timely responses to a variety of written requests.
21. Performs other job-related duties as assigned.
22. In addition to the duties listed above, as part of the Student Affairs unit, responsible at times for assuming the role of maintaining office coverage.

MINIMUM EDUCATION AND EXPERIENCE:
High School Diploma or GED. Five to Seven years experience directly related to the duties and responsibilities specified.

LICENSES/CERTIFICATIONS REQUIRED:

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
-Ability to communicate effectively, both verbally and in writing.
-Knowledge of accounting procedures.
-Knowledge of payroll policy and procedures.
-Knowledge of housing planning and scheduling.
-Knowledge of Datatel System.
-Proficient in the use of personal computer and related software applications, Microsoft Office, Word, Excel, -Publisher, and other housing related software.
-Strong organizing and coordinating skills.
-Ability to maintain calendars and schedule appointments.
-Ability to create, compose, and edit written materials.
-Word processing and data entry skills.
-Ability to maintain confidentiality of records and information.
-Records maintenance skills.
-Skill in the use of operating basic office equipment.
-Knowledge of supplies, equipment, and/or services ordering and inventory control.

DISTINGUISHING CHARACTERISTICS:
Requires understanding and sensitivity for the diverse academic, socioeconomic, cultural and ethnic backgrounds of college students, and of individuals with disabilities in order to effectively communicate and provide services to enhance the life of students at USP.

Ability to work evenings and weekends during peak times.


If you are interested, or know of someone who is interested in this position, please contact:

Stephanie Braddock
Human Resources Generalist
600 South 43rd Street
Philadelphia, PA 19104-4495
Fax: 215-895-1100
Email: employment@usp.edu

USP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Background check will be required.

Equal Opportunity/Affirmative Action Employer