Residential Office Assistant

Position Summary

The Residential Office Assistant (ROA) plays a key role in providing administrative support to the Resident Director (RD). In communities where there is both a Supervising Resident Director (SRD) and Assistant Resident Director (ARD), the ROA will provide administrative support to both professional staff members. ROAs will assist in coordinating essential community activities such as tracking residential curriculum, mail pick up, purchasing, and managing administrative processes.

The position requires ongoing communication with the RD, departmental staff and students. It is the expectation of University Residences that ROAs adhere to the highest standards of ethical behavior throughout all their functions and areas of responsibilities. Students applying for the ROA position are not required to live on campus.

Responsibilities

Tasks include but are not limited to: 

1. Assisting the Resident Director

  • Schedule student meetings and other appointments utilizing Outlook
  • Accurately record and track Resident Advisor (RA) progress of their one-on-one conversations and programming through the residential curriculum
  • Accurately implement assessment functions in hall and University Residences database management systems such as Campus Labs and Excel
  • Maintain purchasing card and hall budget documentation for RAs and Hall Council, including regularly bringing accurate forms & receipts to the Residence Life office
  • Create and maintain the RA on call schedule
  • Order supplies and re-stock supplies as needed
  • Complete projects as assigned by the supervisor
  • Conduct assessment initiatives as designed by the supervisor
  • Create and maintain bulletin boards in common spaces of the community
  • Develop materials for opening/closing in addition to all other operations within the residence hall or apartment community
  • Maintain consistent communication with supervisor and all paraprofessional staff within assigned community

2. Occupancy Coordination/Housing Assignments

  • Update and assist in the management of the transfer list
  • Complete and turn in all necessary room assignment paperwork
  • Maintain and regularly update confidential student rosters and occupancy lists

3. General

  • Transport mail, supplies, flyers and other items between the central office and the hall
  • Update and maintain social media accounts for assigned community
  • Submit work orders and maintenance requests as appropriate
  • Complete all printing requests requested through supervisor and/or RA staff
  • Collaborate with and fulfill Copy Services requests from hall staff
  • Perform basic filing functions as deemed necessary by the supervisor to maintain a neat and organized work space/office
  • Attend Residential Office Assistant meetings with Residence Life staff
  • Adhere to deadlines related to completion of tasks, projects, and turning in documents
  • Provide quality customer service and positive interactions to parents, students, and University faculty and staff
  • Uphold appropriate and professional written and verbal correspondence with students, parents, and University staff
  • Maintain confidentiality with all records, communication, and correspondence
  • Work collaboratively with all professional and student staff members
  • Other duties as assigned

Qualifications

  • Working knowledge of Microsoft Office suite especially Excel
  • Ability to work independently and efficiently on multiple tasks with variable deadlines
  • Exceptional written and verbal communication skills
  • Strong organization skills
  • Ability to work with confidential materials
  • Experience or interest working with a diverse population
  • Ability to work in a team environment

Terms of Employment

  1. Serve in the role for the full academic year in addition to returning early/staying late for training and work responsibilities each quarter as directed. Terms of employment are from September 8, 2019-June 13, 2020.

  2. Average weekly workload is 12-19 hours Monday-Friday, 8am-6pm depending on needs of supervisor and assigned community. Minimum hours per week is 12.

    a. ROAs are contracted up to 19 hours per week, the maximum allowed for student employees during the academic year. According to University guidelines, no other paid on-campus employment is permitted. Hours can be flexible as determined by supervisor.

    b. Any off-campus employment or extra-curricular activities should be discussed with the Resident Director.

    c. ROAs will meet with their supervisor bi-weekly or weekly as specified by the supervisor.

  3. Compensation is $12/hour

  4. Attend weekly staff meetings with the Administrative Assistant for Residence Life

  5. Maintain a minimum quarterly and cumulative GPA of 2.5 while enrolled in 12–18 credits per quarter; obtain supervisory approval to enroll in less than 12 credits or more than 18 credits.

  6. Fulfill position requirements as described in this document, the position agreement, and as assigned while in the position.

  7. This position is work study eligible, however, work study is not required.

In order to apply for this position, candidates must meet the following criteria:

  1. Candidates must be currently enrolled at WWU, or be officially admitted by spring 2019.
  2. Candidates must have a minimum quarterly and cumulative GPA of 2.5. If a Fairhaven College student, the candidate must be in good academic standing with the Fairhaven College administration. New transfer students for spring 2019 must provide a transcript from their previous institution which demonstrates a cumulative 2.5 GPA. Please contact Residence Life for more information at 360-650-2960.
  3. Candidates must not be on disciplinary probation through the student conduct process or in deferred-eviction/eviction status.

Students must also fulfill all other requirements outlined by Student Employment Services for employment by the University.

Selection Timeline

Application opens | Friday, April 5

Application closes | Sunday, April 14 at 11:59 p.m.

Interviews offered | Monday, April 15

Interviews | Wednesday, April 17 - Friday, April 19 

Job offers sent to finalists | Friday, April 26

Offer decisions from finalists by noon | Friday, May 3

About us

University Residences engages students in diverse and inclusive, healthy, safe and sustainable communities that foster academic success and personal growth. Through 16 residence halls and one apartment community, University Residences provides on-campus housing for over 4,000 of Western’s 16,000 students. More than 165 students are employed by University Residences in part-time positions ranging from entry level to paraprofessional. Questions about this job posting can be directed to Residence Life (EH 113), ResLife@wwu.edu or 360-650-2960.

Equal Opportunity and Affirmative Action

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. Inquiries may be directed to the Vice Provost for Equal Opportunity & Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); eoo@wwu.edu.

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).