Administration Office Assistant Lead

Rate of pay: $9.50/hour

Work location: Burge Residence Hall

What you will learn

You can expect to learn skills such as time management, conflict resolution, balancing priorities, managing finances, interpersonal communication, customer service experience, and working with people from diverse backgrounds and working as part of a team.  Although your job in the Division of Student Life may not be directly related to your future profession, the skills you learn here will help you in your chosen career path and give you valuable work experience to strengthen your resume.

Basic job function

Monitor and assist in managing the day-to-day operations of the University Housing & Dining (UH&D) Administration front desk including answering and directing incoming phone calls and taking messages, and greeting incoming appointments and visitors. Process data and provide summary information to supervisory staff as needed. Provides functional supervision of student staff assigned to work at the desk.

Responsibilities

  • Answer phones and assist callers in a courteous manner.
  • Greet customers and refer to appropriate members of UH&D or other University offices.
  • Represent UH&D in campus initiatives when staff presence is requested.
  • Assist in ensuring that posters are received, approved, stamped, and distributed within a proscribed period of time.
  • Ensure desk organization and operation support materials are accurate and complete.
  • Maintain an inventory and recommend purchase of necessary office supplies for student desk staff.
  • Provide information regarding upcoming processes and assist in disseminating pertinent information.
  • Assist in planning and execution of regular staff meetings for all student desk staff.
  • Report operational activities of the desk, including problems/errors, to the designated supervisor.
  • Assist in the completion of a semester schedule, including coverage during break periods for student desk staff.
  • Assist in ensuring a high level of customer service, answering questions, addressing concerns, and displaying a friendly, culturally competent disposition.
  • Perform administrative office assistant duties within area of assignment and according to departmental and University policies and procedures.
  • Participate in the planning, implementation, and evaluation of training workshops and in-service sessions prior to and throughout the academic year for student desk staff.
  • Assist in on-the-job training for new employees and ensure they understand all assigned tasks and responsibilities.
  • Participate in development and implementation of UH&D policy as assigned. Assist with training student desk staff in new or revised work methods and procedures.
  • Develop a collaborative relationship with members of the department and the University community.
  • Provide leadership and serve as a professional role model.
  • Assist (prospective) students and families in resolving housing, general living, and campus problems and refer to appropriate advisory services.
  • Respond to inquiries and complaints from students, families, staff, and general public, and refer as appropriate.
  • Demonstrate civil and respectful interactions with others.
  • Maintain privacy and utilize discretion when interacting with others to handle sensitive situations.
  • Participate in ongoing professional development as determined by employee and supervisor.
  • Perform assigned job responsibilities independent of direct supervision.
  • May perform other duties as assigned.

Qualifications

REQUIRED QUALIFICATIONS

  • Enrolled as a student at The University of Iowa (during academic year).
  • At least one year of experience in an administrative support role within UH&D.
  • Excellent communication (verbal and written) and be positive and respectful in working with a diverse population.
  • Reasonable experience in handling multiple assignments, conflicting demands or priorities.
  • Excellent organizational skills.
  • Demonstrated commitment to outstanding customer service.
  • Proficiency in Microsoft Office Suite (Word, Excel, and Outlook) and StarRez system.
  • Must be able to work 15-20 hours per week during standard business hours.
  • Must be able to work during academic break periods (Thanksgiving, winter, spring and summer breaks).
  • Knowledge of UH&D procedures and policies.

DESIRED QUALIFICATIONS

  • At least one semester of experience working in UH&D administration.
  • Experience living in the University of Iowa residence halls.

Training requirements

  • FERPA
  • Criminal Background Check upon hire

Jobs listed on this website do not reflect current openings. To view availability and apply for this position, visit this website.

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The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran. The University also affirms its commitment to providing equal opportunities and equal access to University facilities. Women and Minorities are encouraged to apply for all employment vacancies. For additional information on nondiscrimination policies, contact the Coordinator of Title IX and Section 504, and the ADA in The Office of Equal Opportunity and Diversity, 319/335-0705 (voice) or 319/335-0697 (text), The University of Iowa, 202 Jessup Hall, Iowa City, Iowa, 52242-1316.

Persons with disabilities may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or fsds@uiowa.edu, to inquire or discuss accommodation needs.

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