Housing Office Assistant

Job Description

/ Duties

Under the general supervision of the Housing Office Coordinator, an Office Assistant staffs the front desk in the Community Center in the presence of housing professional staff or independently after the close of regular business hours. The Housing Office Assistant receives leadership development training and must demonstrate excellent customer service, communication, decision-making, and analytical skills which enable them to take appropriate action when necessary. This may involve independently handling a matter that arises or seeking out support through peers or a supervisor.

Duties include but are not limited to : Implement compassionate care within all encounters and create a welcoming environment for all guests. Contribute to the well being and growth of the department, and assist in development, implementation, and evaluation of various programs and procedures. Work with Office Assistant team to complete daily duties and special projects. Maintain accurate daily communication through blog software.

Perform administrative office duties including data entry and reports, filing, re-stocking supplies, printing, copying, distribution of Housing materials, and maintain inventory of general office supplies, etc.

Perform receptionist duties including opening and closing the office and answering phones, returning emails, assisting guests with mail, accepting Housing payments and providing receipts, etc. Maintain confidentiality and objectivity in all matters related to students and staff. Maintain responsibility with Student Leadership privileges (e.g. building access, key access, use of office equipment and resources).

Assist Residential Life team with after business hours support. Appropriately assist and direct resident concerns after business hours and assess urgency for timeliness in various situations. Maintain positive working relationships with other Housing and Residential Life Student Leader teams and Professional Staff team members.

Gather enough information from phone and in person inquiries to determine the correct person or office that can assist the individual if their request is beyond an Office Assistants general scope of knowledge.

Assist Business Operations Professional Staff with special projects as needed.

Assist residents and guests by providing accurate and timely information about housing and University services. Make referrals as appropriate, based on training and knowledge of the University.

Follow communication scripts specific to daily operations and special events.

Program resident room keys by accessing the Housing Onity key system.

Create work orders, check-out equipment, and access resident data through the Housing StarRez system.

Sort and process resident mail and packages, determining mail forwarding, mail return, and appropriate resident contact regarding mail delivery.

Oversee data entry processes and daily logs, printouts for guests, special events, etc.

Gather, manage, and analyze financial data from a variety of streams. Assist with the check-in / check-out processes through the Housing StarRez system.

Assist with the inventory and cataloging of resident units.

Verify identities and respond to lock outs.

Provide Housing tours to prospective residents and their families, and staff various informational events as needed. Answer questions accurately and provide helpful and updated information about Housing and Residential Life. Assist with summer conferencing programs including room readiness preparations, preparing check-in packets, completing damage assessments upon check-out, and assisting with various special events.

Set-up and run housing information or promotional tables for department and other campus activities (e.g. Wednesdays in the Quad and Warrior Welcome).

Provide accurate information about campus housing to residents, members of the campus and university communities, prospective students and families.

Support and promote resident awareness of campus and housing activities. Serve as an advocate and proponent of campus life, encouraging residents to get involved on campus.

Maintain clean and organized lobby, storage, and work spaces related to front desk operations, including general office areas.

Other duties as assigned.

• Qualifications

Preferred Qualifications : Experience working in a professional office or customer service setting.

Ability to communicate effectively in a diverse environment with students, and staff.

Ability to maintain confidentiality, strong critical thinking skills, friendly, sociable and dependable.

Willingness to learn and grow leadership skills.

Required Qualifications : Must be available to work Monday-Saturday between the hours of 8 : 00a.m.-7 : 00p.m.

Must be able to provide a minimum of 15-20 hours of availability.

Adhere to established work hours. Multiple occasions of unexcused tardiness and / or absence will result in position termination.

Undergraduate students must be registered / enrolled in a minimum of six (6) Fall / Spring units.

Post-baccalaureate students in a graduate program must be registered in a minimum of four (4) Fall / Spring units.