Administrative Assistant - Student Affairs

Administrative Assistant

St. Ambrose University is seeking a highly organized and motivated Administrative Assistant to support the offices of the Dean of Students and Student Engagement and Residence Life. This full-time, 12-month position plays a key role in the daily operations of these departments and provides critical support to students, faculty, and staff.

Key Responsibilities

• Provide administrative and clerical support: scheduling appointments, managing phones, taking minutes, ordering supplies, and supporting departmental processes.
• Maintain essential student-related processes, such as housing contract updates and ESA (Emotional Support Animal) documentation.
• Serve as the first point of contact for student inquiries, providing accurate information and referrals.
• Manage and maintain records for residence hall operations including billing, assignments, floor charts, meal plans, and reporting.
• Utilize intermediate to advanced Microsoft Office skills, including creating formulas for data accuracy and tracking.
• Select, train, supervise, and evaluate work-study students in support roles.
• Coordinate form creation, mailings, executive travel logistics, website and portal updates, and report generation.
• Serve as a liaison with vendors, IT support, and families regarding student services and software platforms.
• Manage and maintain confidential student information with discretion.
• Act as departmental Lead User for systems such as Colleague and The Housing Director (THD) including training, documentation, data integrity, and reporting.
• Oversee the Waggle campus digest: edit submissions and coordinate timely distribution.
• Support software systems such as TouchNet by creating shopping carts, gathering and reporting data, and coordinating vendor training.
• Organize and oversee care package programs for students, including design, assembly, and delivery with student staff.
• Provide support for additional processes including:
• Meeting minutes
• TouchNet transactions
• Background checks and disciplinary history requests
• Summer billing and rebates
• Meal plan adjustments
• Early arrival/late stay management
• Purchase card reconciliation for department leaders
  

Qualifications

• Proven experience in administrative support roles, preferably in a higher education or student affairs setting.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, etc.) with the ability to create and manage reports and data-driven documents.
• Excellent communication and interpersonal skills.
• Ability to work independently, manage multiple priorities, and maintain confidentiality.
• Experience working with student information systems and vendor-supported platforms is preferred.
  
  

Benefits

• Competitive salary and comprehensive benefits package including health, dental, and vision insurance.
• Retirement savings plan with employer match.
• Tuition Remission
• Paid time off and holidays.
• Opportunities for professional development and training.
• A supportive and collaborative work environment.
• Access to campus amenities, cultural events, and recreational facilities.
  
  

At St. Ambrose University, we are more than an institution of higher learning; we are a beacon for those seeking to impact the world significantly. Guided by our foundation beliefs and values, our mission and vision reflect our dedication to fostering an inclusive, ethical, and dynamic learning environment. Join our dynamic team and help us communicate our mission and achievements to a broader audience.

How To Apply

To apply please submit your resume, cover letter, and contact information for three professional references though our online application portal at https://stambroseuniv.applicantlist.com. Applications will be reviewed on a rolling basis until the position is filled. EOE