Administrative Assistant/Office Manager

University Student Housing, LLC

Administrative Assistant/Office Manager

University Student Housing, LLC, a non-profit organization that manages on-campus housing for West Chester University, is currently searching for an Administrative Assistant/Office Manager to join our team. The Administrative Assistant/Office Manager provides high-level administrative support to the Senior Director and senior leadership at University Student Housing, LLC (USH), supporting the entire organization through a variety of tasks related to organization, on-site operations, and communication. The Administrative Assistant/Office Manager is often responsible for confidential and time sensitive material and must be able to effectively communicate via phone and email ensuring that all administrative duties are completed accurately, delivered with high quality, and in a timely manner.

Essential Job Functions:

• Provides high-level support to Senior Director and senior leadership at USH with administrative and on-site operations tasks.

• Manages meeting preparation, including compiling topics, distributing agendas, preparing notes, setting up the meeting and following up.

• Manages employee IT issues and serves as a liaison between staff and the IT company.

• Supports the Systems Director with onboarding and managing employees in operational systems.

• Organizes company archives, manages Office 365 Teams, oversees key systems, surplus inventory, and other organizational duties.

• Manages office and marketing supply inventories, including ordering and verifying receipt of supplies.

• Anticipates the needs of the Senior Director by providing advanced administrative support including calendar support, scheduling meetings, organizing materials, and taking minutes for requested meetings.

• Facilitates the efficient utilization of the Senior Director through development and coordination of a complex calendar of appointments, meetings, Board of Managers, University leadership and vendors.

• Serves as liaison between the Senior Director and the Board of Managers, staff and external inquiries to ensure streamlining of workflow and communication.

• Works closely with the Senior Director in proofreading and compiling materials for Board of Managers meetings.

• Maintains a welcoming office environment for potential students/residents and their parents, including providing refreshments, ensuring cleanliness, and offering excellent customer service.

• Manages incoming phone calls, voicemails, emails, and foot traffic promptly and professionally.

• Prepares correspondence for approval and signature, ensuring completeness and accuracy.

• Enters data and correspondence into property management systems with high accuracy.

• Assists with leasing events, including those hosted by the company and campus offices.

• Helps train and support student staff in the Leasing Office.

• Ensures compliance with Fair Housing laws, regulations, and company policies.

• Maintains positive relationships with residents, parents, prospective residents, guests, and campus partners.

• Responds to emergencies and follows all emergency protocols.

• Participates in on-call duty shifts as scheduled.

• Promotes privacy, safety, and comfort within the residential community.

• Contributes to team efforts by completing related tasks and other duties as assigned.

Job Requirements/Qualifications:

• Bachelor's degree preferred or any equivalent combination of training and work experience which provides the required knowledge, skill and abilities.

• 2-3 years of related experience required.

• Ability to clearly communicate by email, phone, or in person to obtain and deliver detailed information.

• Ability to present complex information in a form that is easily understood by various audiences.

• Ability to work well with all levels of internal management and staff, outside clients and vendors.

• Evidence of the practice of a high level of confidentiality. Ability to act with integrity and professionalism.

• Notice, interpret, and anticipate other’s concerns or feelings, and communicate this awareness empathetically to others.

• Ability to make recommendations to effectively resolve problems or issues, by using judgment consistent with standards, practices, policies, procedures, regulation, or government law.

• Ability to anticipate the implications and consequences of situations and take appropriate action and be prepared for possible contingencies.

• Ability to work independently, and to organize and prioritize work.

• Ability to build collaborative relationships.

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook, and Teams).

Typical Work Conditions:

• Work is performed in an office and/or remote environment based on managers’ discretion.

• Extensive time sitting in front of a screen and using a keyboard.

• Use of personal devices (cell phone, personal computer, etc....) may be necessary on occasion to maintain business operations.

• May work additional hours as needed.

Typical Physical Demands:

• Regular use of hands to manipulate office tools and equipment, phones and computer keyboards.

• May lift and move office supplies up to 20 pounds.

• May stand, reach with hands and arms, stoop, and squat to file.

• Sit for extended periods of time.

• See to read a variety of materials.

• Hear and speak to exchange information.

We are proud to offer a competitive salary of $50,000-$55,000/year commensurate with experience and ability, and the position is budgeted at 37.5 hours per week. This position includes a full benefit package such as paid time off, medical, dental and life insurance, and employer contribution to retirement plan. For details on available benefits, please refer to the Benefits Summary on our website http://www.wcufoundation.org/careers. No relocation assistance is available for this position.

To be considered for this position you will need to apply via our website, www.wcufoundation.org/careers.

Applicants must include:

• Cover letter
• Resume
• Three (3) professional references including name, email address and work relationship.

University Student Housing, LLC is an Equal Opportunity Employer. Applicants for positions are considered without regard to race, creed, color, country of origin, sex, age, citizenship, disability, sexual orientation or any other protected characteristics established by law.