Summer UCGS Administrative Support Lead; Student

Position: Summer 2026 UCGS Administrative Support Lead (Student)
* Final Billing:
The Administrative Support Lead will coordinate with UCGS pro-staff and Business Services Finance team for final billing.
* Review invoice summary Excel sheets provided UCGS pro-staff, cross-reference charged items with database to ensure all charges were accounted for and ensure all Excel formulas were functioning properly.
* Input transactions from the invoice summary sheet into Star Rez to create the final invoice.
* Prepare final bill packets to include UCGS and campus partner invoices for pro-staff review.
* Send final bill packets to clients.
* Maintain financial audits of all contracted clients by printing the necessary documents (contracts, final bill, etc.) and filing papers into the correct folders.
* Operations:
The Administrative Support Lead will work alongside/backstop the Operations Lead to manage 2-fix requests from clients and staff.
* Monitor maintenance requests submitted by the student staff on behalf of the clients, submit 2-fix requests, track the status of work orders, and follow up with 2-fix, as necessary.
* Manage maintenance requests submitted by Operations Assistants during facilities rounds, submit 2-fix requests, track the status of work orders, and follow up with 2-fix, as necessary.
* Assist in closing the residence halls by submitting facilities issues found at the end of the summer to campus partners (housing and facilities management) to prepare residence halls for academic year.
* Residence Hall Front Desks:
The Administrative Support Lead will oversee the residence hall front desks and hall materials.
* Prepare for the setup of the bulletin board by having materials printed, separated, and distributed to each residence hall during training week.
* Visit the open residence hall desks 2 times a week to check the desk supplies.
* Maintain desk supplies for Conference Assistants and Overnight Conference Assistants by ensuring each desk is equipped with pens, paper/sticky notes, lanyards, dining hall hours, and maps for the metro, campus, and Tenleytown.
* Serve as an active participant in summer opening and closing procedure.
* Be an active part of the Summer Leadership Team and serve as a leader within the student staff community.
* Understand, enforce, and adhere to all relevant policies/procedures as set forth by University Conference & Guest Services, the Student Code of Conduct, and American University.
* Attend all required training/meetings and respond to emails within 24 hours, as directed by UCGS professional staff.
* Respond to requests from Student Staff, Pro Staff and clients during office hours, 8am – 7pm daily.
* Assist professional staff with various administrative projects.
* Other duties as assigned by the Senior Operations Manager and UCGS professional staff.
* Encourage and maintain a community atmosphere where the rights and responsibilities of staff, residents, and guests are held in high regard. Encourage the development of a staff ‘team’ and actively work to address tensions/interpersonal issues of the staff as they arise.
* Ensure that summer staff members create a welcoming environment for guests and maintain standards for a high level of customer service.
* Participate in staff development activities and encourage the participation and involvement of all summer staff positions.
* Strong administrative and organizational skills as well as strong interpersonal and customer service skills.
* Proven excellence in managing large numbers of details and logistics with a project or event.
* Familiarity with the Microsoft Office suite (Microsoft Word, Excel, Outlook).
* Ability to represent American University by means of a pleasant and helpful disposition, a positive attitude, and quick response.
* Due to the demanding nature of this position, Summer Leadership Team members may not hold an outside job or internship during the summer operation May – August.
* Be available to work immediately following May final exams until mid-August unless otherwise modified by the UCGS staff or their designee.
* Maintain flexible hours to coincide with the summer conference operation that is 24/7 from May - August.
* Full attendance at mandatory in-person summer…