Administrative & Finance Coordinator – Student Living

The Department of Residence Life and Housing at Cleveland State University (CSU) and Greystar are excited to welcome candidates for our Administrative Coordinator position for CSU’s residential communities.
The Administrative & Finance Coordinator reports to the Director for Housing Operations and supports the vision and mission of the department and it’s housing operations by serving as the first point of contact, in person, via phone, and email, for our students, guests, families, and internal and external university constituents along with managing departmental finances and managing the department’s central office. The Administrative & Finance Coordinator supports the leadership team and contributes to the overall health, well-being, and success of CSU residential students.

JOB DESCRIPTION

Essential Responsibilities:

• Act as the primary point of contact and triage for the department handling sensitive, complex, and highly confidential matters affecting students and their families.
• Greet and assist residents, staff members, families, campus partners, and guests with a cheerful, engaging attitude.
• Enthusiastically answer phones and properly resolve or refer student and parent questions and issues. Record accurate, detailed messages for all professional staff members.
• Provide secretarial and administrative support to the Executive Director and leadership team, assisting with projects, copying, spreadsheets, signage, and other requests.
• Solve problems with minimal supervision based on precedent, standardized procedures, or University policy.
• Be knowledgeable of and support all policies, procedures, and practices of the Department.
• Communicate with other departments, students, and parents either in-person or through email and telephone.
• Process departmental invoices and accounts payable inquiries utilizing OpsTechnology and NetVendor, ensuring that the correct general ledger (GL) codes are used for the appropriate purchases.
• Reconcile University departmental charges and purchase card (p-card) purchases.
• Assist with student accounts and billing data entry in various systems, including, but not limited to, THD (The Housing Director) and Entrata.
• Audit and maintenance the Departmental Budget as directed by the Executive Director.
• Assist with maintaining inventory, purchase supplies, process purchase orders, and reconcile credit card purchases.
• Schedule and maintain a calendar of appointments, meetings, coordinate travel arrangements, make reservations, and process reimbursements.
• Research and reserve travel arrangements approved for staff to attend professional development conferences. Prepare travel expense reports and submits for reimbursement.
• Attend meetings, take minutes, and participate in committees.
• Communicate and coordinate activities and information with department leadership and professional staff.
• Assist with coordinating department events, such as setup, purchasing food and supplies, and overall staff support.
• Oversee distribution and processing of incoming and outgoing departmental mail and support the Housing Operations Coordinator with residential community mail as directed by the Director for Housing Operations.
• Organize and maintain files/records, inventory orders needed in relationship with vendors, and equipment in a neat and orderly manner.
• Organize and maintain neatness and order in central office reception, kitchenette, and conference room areas.
• Ensure office equipment is in working order and coordinate/schedule repairs.
• Hire, train, and supervise student and temporary central office workers as determined by the Director for Housing Operations.
• Perform other related duties as assigned.

Required Knowledge, Skills, Abilities:

• Demonstrated ability to read, write, and communicate effectively and excellently to comprehend and complete legal documents, market, and explain residential community features, and create resident communications documents.
• Demonstrated ability to manage finance and accounting processes, including invoice processing, reconciling purchases, and assisting in the management of organization or department budgets.
• Demonstrated mathematical skills necessary to add, subtract, multiply, and divide numbers, decimals, and fractions, and calculate percentages to assist with finance and accounting requests and projects.
• Ability to use good judgment when dealing with sensitive and confidential information
• Ability to manage multiple tasks and deadlines.
• Detail-oriented and self-motivated with the ability to work independently and collaborative member of a team.
• Sensitive, diplomatic, and articulate written and verbal communication skills.
• Must have excellent skills utilizing Microsoft Office (O365) programs such as Word, Excel, and PowerPoint.
• A demonstrated commitment and passion for professional growth in the areas of customer service, administration, operations, and supporting students.
• Commitment to expand knowledge and awareness of diversity, equity, and inclusion, understanding cultural differences, social identities, and historical inequalities, and strategies for interacting effectively with people different from oneself.
• Demonstrate a genuine appreciation working with diverse audiences in a team environment.
• Proficiency in customer service and interpersonal communication skills to effectively interact with residents, families, team members, and other business contacts and respond courteously to questions and requests.
• This position is an on-campus, non-telecommuting/non-remote position.
• High School diploma, GED, or higher plus 1-2 years of related experience or an equivalent combination of education and experience.

Depending on the position offered, regular full-time and part-time team members may be eligible to participate in a bonus program in addition to their base salary. Once eligible, team members may participate in the 401k plan. Regular, full-time team members are also offered a range of medical, financial, and/or other benefits from which to choose.

Greystar will consider for employment qualified applicants with arrest and conviction records.