Administrative Support Assistant I

Classification Title:

Administrative Support AST I

Classification Minimum Requirements:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Job Description:

Coordinate area desk functions for an area desk

• Serve as the point of contact for an area desk, answering telephone calls, assisting residents and visitors, explaining housing policies and/or procedures, or providing appropriate university resources as needed; ensure communication is handled in the most appropriate manner and/or routed appropriately based on comprehensive knowledge of Housing & Residence Life
• Provide key access for assigned buildings including but not limited to creating key packets, order necessary keys, programming key fobs, and overall management of key distribution
• Generate reports detailing current occupancy, rosters, and status updates for package and key distribution and management
• Conduct daily audit of keys; ensure proper processes and procedures were followed after-hours and collaborate with internal units as required
• Create resident files containing necessary documents, information, and access for move-in/out for residents as directed
• Apply appropriate charges on student accounts for excessive lock-outs and key access
• Coordinate with internal units (e.g. Custodial Services, Maintenance, and Operations teams) to provide clean, safe, and secure spaces
• Process work requests for maintenance, custodial services, telecommunications, information technology and other services as needed.
• Assist with receiving packages on behalf of residents and ensuring timely package pick-up
• Forward letter mail and packages to appropriate location
• Collaborate with internal units to reserve facility spaces within area such as meeting spaces and common spaces
• Distribute signage for area during university closures, holidays, and special events as directed
• Collaborate with housing conference services to provide appropriate access for guest spaces, conference attendees, and others as needed

Provide oversight and manage area student staff

• Recruit, hire, train, and supervise student staff for area desk
• Create and manage assigned area desk student staff schedule ensuring proper coverage during hours of operation
• Responsible for administrative functions related to employee time approval and related human resources functions for area desks
• Assist with training for employees on operation, safety, customer service, and related topics as needed

Perform various administrative support functions

• Develop and maintain an effective filing system; keep files up-to-date, organized, and cross-referenced as needed.
• Manage office supply inventory for area operations including proper supply inventory of student used spaces and printing
• Ensure compliance with departmental and University policies, guidelines, and other relevant regulations
• Serve as a back-up to the Housing Office front reception desk, switchboard, and call center, answering questions, and providing appropriate resources

Develop reports, handle special projects, tasks, and other duties as assigned.

Expected Salary:

$16.77

Required Qualifications:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Preferred:

EDUCATION & EXPERIENCE

• Experience in customer service driven industry or university housing
• Experience with student staff supervision and/or motivating teams
• Demonstrated levels of professionalism and dependability

SKILLS

• Demonstrated proficiency with computers and basic software applications (e.g. Microsoft Office Excel, Word, PowerPoint, and Outlook)
• Demonstrated planning, time management, and organizational skills
• Demonstrated proficiency with communication skills (verbal and written)
• Demonstrated interpersonal skills

ABILITIES

• Strong ability to be detail-oriented, accurate, and problem solve while working independently
• Ability to maintain effective working relationships with employees, co-workers, departmental staff members, UF staff members, and students
• Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
• Demonstrated ability to handle multiple projects or tasks simultaneously
• Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures
• Demonstrated ability to work as part of a team in a multifaceted environment

Special Instructions to Applicants:

• In order to be considered, you must upload your cover letter, resume, and professional references
• Application must be submitted by 11:55 p.m. (ET) of the posting end date

This position is eligible for Veteran’s preference. If you are claiming Veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Pagefor more specific information.

Health Assessment Required:No