Administrative Assistant I

Job Description Summary

Reporting directly to the Director of Commuter Life, the Administrative Assistant contributes to an engaging and Christ-centered commuter student experience by providing essential administrative support to the Commuter Life team at Liberty University. This role is crucial in maintaining efficient operations, fostering effective communication, and ensuring the seamless execution of various administrative functions. The Administrative Assistant is responsible for coordination among the Commuter Life team on scheduling, purchasing, communication, and operational functions and assists the Director of Commuter Life in special projects as assigned. This role is expected to work independently on administrative, reception, and procurement-related processes, including liaising with University partners, team purchasing, external vendor relations and coordination. The ideal candidate is organized, task-oriented, and possesses excellent communication skills, contributing to a positive and supportive environment for both team members and commuter students. **

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES**

• Calendar Management and Scheduling
  • Coordinate and manage shared calendars for the Commuter Life team, scheduling appointments, meetings, and events.
  • Assist in organizing and scheduling team meetings, ensuring optimal attendance and effective time management.
  • Serve as the primary point of contact for other University departments with Commuter Life for scheduling and event logistics.
• Reconciliation and Purchasing
  • Support budget-related activities by reconciling expenses, submitting requisitions, and maintaining accurate financial records.
  • Support the Director of Commuter Life in collaboration with finance and procurement to ensure adherence to budgetary guidelines and deadlines.
• Communication and Clerical Tasks
  • Oversight and management of the Commuter Life email inbox, directing communications efficiently, responding to inquiries, and forwarding relevant information to appropriate team members.
  • Initiate and maintain correspondence with external vendors and community partners, serving as the primary point of contact for Commuter Life partners external to the university.
  • Answer the Commuter Life phone, direct calls appropriately, and provide information to students and other callers.
  • Maintain the Commuter Life website, ensuring information is current, accurate, and easily accessible.
  • Draft and edit communications, including the Commuter Life Newsletter, with attention to detail and a commitment to clarity.
  • Update WebDT with relevant information, announcements, and calendar events to keep the team and the broader university community informed.
• Office Management and Operations
  • Manage the Commuter Life Dropbox and other file systems, ensuring they are organized, up-to-date, and easily accessible to team members.
  • Sign for packages and manage deliveries, ensuring that all items are properly received and distributed to the appropriate team members.
  • Support the Director of Commuter Life and the Commuter Life team in maintaining accurate and organized records, including student attendance at events, budget expenditures, and other relevant data.
  • Provide support in the creation and maintenance of departmental databases and spreadsheets.
• Team Scheduling, Meeting Management, and Special Projects
  • Coordinate team schedules, including arranging coverage for events and ensuring adequate staffing.
  • Facilitate effective meeting management, preparing agendas, recording minutes, and tracking action items.
  • Facilitate the submission and tracking of project requests, ensuring that all necessary information is gathered and communicated to the Student Life Creative Team.
  • Lead and contribute to special projects as assigned by the Director of Commuter Life, demonstrating resourcefulness and attention to detail.
  • Collaborate with the Commuter Life Team and other teams within the university on projects that require coordination and administrative support.
• Remain abreast of existing and emerging technologies, processes, products, services, and leading industry performance benchmarks as it pertains to Student Affairs.
• Collaborate with Commuter Life staff to facilitate relationships with other Liberty University departments such as Procurement & Payment Services, CASAS, Financial Aid, LUPD, Transportation, LU Shepherd, Marketing, Student Health and Wellness, Career Services, University Events, and other departments.
• Work effectively as a team member, embracing and fostering LU's mission.
• Other duties as assigned.

QUALIFICATIONS AND CREDENTIALS

Minimum Qualifications

Education

• Associate degree in business administration, communications, or a related field or bachelor’s degree in progress or completed.

Experience

• 1-2 years in an administrative support role.
• 1-2 years in student affairs or related field.

Preferred Qualifications

Education

• Completed bachelor's in business administration, communication, or a related or student-affairs adjacent field.

Experience

• 2-3 years of student development and engagement experience.
• 2-3 years in student affairs or related field.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Initiative

• Starts tasks right away and finishes quickly, working towards assigned tasks and goals with focus and proactive intention.

Creativity

• Asks questions others don’t, sees the relationship between ideas, possesses innovative and novel solutions, ideas, and plans.

Organization

• Maintains high attention to detail, completes tasks successfully and on time, and balances their priorities appropriately.

Judgment

• Thinks things through, identifying the reasons for their actions and making

Self-Efficacy

• Approaches their work and goals with confidence and competence, having an appropriate degree of faith in their own ability to accomplish their tasks.

Integrity

• Demonstrates moral character and a desire to be transparent and to do what is right at all times.

Desire to Learn

• Proactively pursues and enjoys opportunities to learn from others, demonstrating a humility to learn from all and a desire to share this with others.

Emotional Intelligence

• Demonstrates the ability to understand others and what motivates them, utilizing this ability to make others feel valued, heard, and interesting.

Resilience

• Overcomes challenges while fulfilling their duties, remaining optimistic under pressure and in the face of adversity.

Communication

• Demonstrates excellence in written and verbal communication, including the ability to draft professional communication.

Resourceful

• Finds creative solutions to administrative challenges and contributes proactively to team projects.

Physical and Sensory Abilities

• Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
• Regularly required to travel to local and campus locations.
• Regularly required to hear and speak in order to effectively communicate orally.
• Regularly required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel, or stoop in order to conduct business.
• Regularly lift 40 or fewer pounds.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is in an office setting. However, work frequently occurs in a variety of other settings, including, but not limited to, residence halls, warehouses, and outdoor activities.

Driving Requirements

Use of one’s personal vehicle (or LU vehicles) may be required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance is required.

Disclaimer Liberty University’s hiring practices and EEO Statement are fully in compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment preference to members of their own religion. Liberty University is in that category.