Student Job: Administrative Office Assistant - Student Unions & Activities

Essential Functions:

The Administrative Office Assistant for Student Unions & Activities is the initial department contact for students, staff, guests, and visitors. Office Assistants are responsible for providing essential office support by scheduling meetings; managing resources and reservations; copying and filing; processing mail and packages; and managing departmental email accounts. The Administrative Office Assistant also provides assistance on special projects and tasks for department staff. Office Assistants are based with SUA Administration Office.

The Administrative Office Assistant is an entry level position.

Duties and Responsibilities:

• 60% Administrative support: copying, filing, data entry, approving/monitoring conference room reservations; maintaining supplies in work room cabinets, printer, and copiers; collecting and processing mail and packages.
• 30% Reception: assisting visitors, staff, and student employees; answering emails and phone calls; following and upholding established policies and procedures.
• 10% Other Duties as assigned.

Opportunities for Skill Development on the Job:

Students participate in experiences outside the classroom which allow them to develop and demonstrate life skills. These skills and characteristics for success and citizenship are learned and refined during their college years and beyond. The Office for Student Affairs has developed seven Student Development Outcomes that the Student Unions & Activities has incorporated into the student employment system in the Unions. Here is a listing of the Student Development Outcomes with some examples of how you can learn or further develop your own skills set.

Responsibility/Accountability

• Knowledgeable of office, office equipment and supplies
• Presents oneself in a welcoming and professional manner
• Takes ownership of work duties and responsibilities, and ensures they are completed accurately and on time

Independence/Interdependence

• Seeks instruction from supervisor and asks when unclear of tasks, procedures or how to correct errors
• Demonstrates clear and effective communication with supervisors and team members
• Able to answer customers’ questions or refers them to supervisor when unsure of answer

Goal Orientation

• Manages time in order to complete all required and/or assigned duties
• Responds well to goals and training set by supervisor as needed
• Seeks to improve oneself at work as well as their working environment

Self-Awareness

• Displays cordial and helpful attitude with customers and peers
• Can separate the demands of the job and customers from personal concerns and ego
• Serves as a resource person for customers and clients

Resilience

• Able to work through difficulties when they arise
• Accepts direction and constructive criticism from supervisor
• Takes responsibility for, and learns from, errors

Appreciation of Differences

• Understands and respects the values and beliefs of others
• Treats all customers, peers, and supervisor respectfully
• Appreciates the uniqueness in each customer, co-worker, supervisor

Tolerance of Ambiguity

• Maintains composure and professionalism when faced with difficult or new situations
• Employs basic problem-solving skills and looks to supervisor for guidance as needed
• Develop knowledge of primary areas of responsibility

*The employer reserves the right to change or add duties to this position as long as the changes and/or additions are consistent with the job classification.