Department Overview: | Division of University Housing is committed to demonstrating our Core Values: Care in how we approach people and our work; Creativity in solving problems; Integrity in our interactions with staff and customers; Optimism, focusing on opportunities and positive outcomes; Respect for the differences, strengths, and potential in people; Stewardship of human, financial and natural resources; and Excellence in customer satisfaction and communication.
|
Position Summary/Job Duties: | The Office Assistant position assists both the Apartment Facilities Office and the University Apartments Office in the Community Center with daily operations. This work is largely customer service focused working directly with residents as they transition into and out of the community. This position will also respond to questions or concerns about maintenance needed in an apartment or about special projects happening in and around our neighborhoods.
Administration
- Assist in front desk operations and administrative support at both University Apartments Office and Apartment Facilities Office.
- Perform general administrative tasks at both the Community Center and the Apartment Facilities Office, including but not limited to; clerical support, answering phones, filing, word processing, data entry, creating and updating spreadsheets, proofreading, distributing and responding to incoming and outgoing e-mail and postal mail, maintaining records for automated work orders and key tracking systems.
- Follow Division of University Housing guidelines for issuing and recording master keys, processing fees, rent checks and maintain resident and apartment files and record financial transactions efficiently and accurately.
- Strictly adhere to privacy/confidentiality guidelines and laws.
- Effectively use appropriate computer systems (TMA, EMS, and UAS) for data entry and reporting purposes.
- Assist Supervisory staff with office management including compiling, updating, and printing training materials; inventorying and compiling feedback; preparing and organizing accurate files.
- Type, process, photocopy, and file correspondence, forms, and reports for the Supervisor staff as requested.
- Assure a neat, efficient, and friendly atmosphere in all University Apartments Offices.
- Perform other administrative duties as assigned.
Communication
- Provide communication to the Directors, Assistant Directors and other staff as needed.
- Become familiar with University Apartments rules and regulations, respond to resident and staff questions in a timely and courteous manner and refer related problems to the Directors, Assistant Directors or other staff as appropriate.
- Serve as liaison between residents and facilities office and contractors for projects and work in occupied apartments.
- Draft confirmation letters for approval, prepare and deliver emails and letters confirming special project information to affected residents.
- Assist with creation and distribution of materials, publications, flyers, memos, postings, and signs, and ensure timely display of all.
Special Projects
- Assist with special projects put together by Apartment Facilities Offices related to (but not limited to) University Houses, Eagle Heights and Harvey Street Apartments.
- Assist in inventorying at University Apartments Warehouse.
- Project surveys (photos, maps, yearly/quarterly reporting from supervisors).
- Perform other special project work as assigned.
|
