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 with a Supervising Resident Director (SRD) and Assistant Resident Director (ARD), the ROA will provide administrative support to both professional staff. The SRD or RD supervises all work performed by the ROA.

The position requires ongoing communication with the supervisor, central departmental staff, paraprofessional staff and students, within your assigned community. It is the expectation of University Residences that ROA staff adhere to the highest standards of ethical behavior and confidentiality throughout all their functions and areas of responsibilities.

Job Responsibilities

Tasks include but are not limited to: 

Assisting the RD/SRD/ARD in the following functions as designed by the supervisor and consisting of:

Scheduling & Record Tracking

  • Schedule student meetings and other appointments as determined by the supervisor, utilizing Teams Call and Outlook
  • Accurately record and track Resident Advisor (RA) progress of one on one conversations and programming through the residential curriculum (URISE)
  • Create and maintain the RA on call schedule where needed
  • Accurately implement assessment functions in hall and University Residences database management such as Campus Labs and Excel
  • Conduct assessment initiatives and functions, historical tracking, etc.
  • Run area rosters for resident reports through StarRez
  • Maintain log for RD policy exceptions
  • Take meeting minutes
  • Staff recognition projects and tracking
  • Deliver/post letters to individual residents from RD or ResLIfe

Restock & Inventory Control

  • Restock and order supplies from central office as needed
  • Organize and monitor hall council closet supplies, and decorations communicating with hall council executive to determine needs

Bulletin Board Monitoring

  • Create and maintain bulletin boards in common spaces of the community
  • Communicate with central staff on assigned specialized materials to ensure accuracy in creating and posting time sensitive boards ie. Closing/Opening boards
  • Coordinate with RA’s to disseminate posters, assess and adjust efficiency of poster protocol
  • Weekly event calendar monitoring, posters, emails, WIN, community newsletter
  • Assist in surveys for programs and hall council projects

PCard Review

  • Maintain purchasing card and hall council binders, ensuring all signatures required are on purchasing card log sheets
  • Log all purchases in budget spreadsheets for both Staff Purchasing and Hall Council purchasing cards and reconcile monthly with UR Business Office
  • Maintain excellent communication with UR Business Office staff
  • Update authorized users list for PCard.
  • Restock when needed expenditure forms and log sheets as provided by UR Business Office
  • Regular delivery of all PCard materials (including log sheets) to the UR Business Office to include:
    • Expenditure forms completed accurately by RA, RD, SRD, Hall Council as required. to include all signatures, budgets, receipt totals, purpose & scope listed on expenditure form
    • All original receipts attached
    • Online orders to include order confirmation and shipping confirmation
    • Completed Prize sheets if required
    • Completed Risk & Hold Harmless form if required

Opening/Closing Responsibilities

  • Develop materials for opening/closing as directed by the supervisor 
  • Assist in all other operations within the community as directed by the supervisor 

Central Office Interactions

  • Regular trips to central office to check for community mail, posters, and packages as directed by the supervisor 
  • Use of poster tubes for delivery to guard against weather is advised, and return of tubes is the responsibility of ROA 
  • Maintain excellent communication with ResLife Central Office staff
  • Occasionally assist Central Office Staff with administrative tasks
  • Attend Bi-Weekly ROA meeting, take minutes on scheduled turn

Community Printing Needs

  • Use WWU Copy Services online request forms for printing needs if time allows
  • Use central office printers for all other needs using proper print code as assigned and determined by the central staff

Intermural Tracking 

  • Register teams on IMleagues, and email residents when teams are created.
  • Submit team form for funding approval.

ROA Collaboration 

  • Maintain ROA SharePoint site
  • Assist other ROAs during high volume times or position vacancies and in accordance to your strengths
  • Meet regularly with Area Admins

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 skill
  • Ability to work with confidential material
  • 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 15, 2021-June 11, 2022.

  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 $13.69/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 Fall 2021.
  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 fall 2021 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 | June 2021

Application review (priority given to those who submit by:) | Monday, July 5 at 11:59 p.m.

Interviews | July 12-16

Job offers sent to finalists | Wednesday, July 21

Offer decisions from finalists by noon | Monday, July 26

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).