Administrative Support Assistant 3
Penn State University
- College of Medicine at the Milton S. Hershey Medical Center
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 03 – F – Non-exempt
- Work Unit:
- Penn State College of Medicine
- Housing Services
- Full/Part Time:
Responsible for supporting the Department of Housing Services in processing housing assignments and changes, computing charges, composing correspondence, preparing reports, maintaining tenant files, perform bursar functions including payment collection, advise students, parents and employees about University policies and procedures regarding on-campus housing. Process new assignments. Review application, verify for accuracy, and confirm student eligibility. Upon assessing the prospective tenant’s need, select an apartment and work with Supervisor to establish move-in date. Type assignment letter, tenant lease, tenant status form for amount of rent owed; create tenant file; type roommate letter and schedule pre-inspection of apartment (if needed); record tenant information in all necessary locations. Enter tenant information into RMS. Coordinate and process assignment changes, moves, cancellations, etc. with Supervisor and/or Director. Process tenant vacates. Schedule vacate inspection, notify roommates, process tenant status form for amount of rent owed, record vacate information in all necessary locations, update tenant information in RMS. On a daily basis, enter the work orders into RMS coding each work order to a specific work group. Prepare tenant key packets, as required by move-in date, along with signature sheet. Enter, maintain, and retrieve information on RMS for Housing operations, including tenant information, parking information, work orders, inventories, etc. Type and process various financial documents, reports, etc. in IBIS or hard copy. Maintain student records and follow through with changes, i.e. ensure that all paperwork is received prior to a tenant’s move to another apartment, i.e. signed lease, paid additional security deposit (if warranted), etc. Provide information and advice to students, parents, employees and visitors about University policies and procedures concerning housing and application process. Collect payments for rent and other miscellaneous charges; issue receipts. Compose, type and file correspondence; prepare special counts and occupancy reports. Recommend changes in publications; update manuals; prepare listings, leases, forms, etc. Process incoming/outgoing mail; answer and screen telephone calls; greet visitors; provide information and refer. Coordinate travel arrangements; arrange meetings; seminars; workshops, etc. Prepare various reports, orders, request forms, core change forms, etc. Prepare periodic and special reports as requested by Supervisor or Director. Maintain inventory and office supplies. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience.
These salary bands have been established to provide salary guidelines for staff positions.