Staff Assistant - COEDU

Front Desk Staff Assistant

The Front Desk Staff Assistant provides comprehensive support to visitors, customers, and office staff by efficiently managing front desk operations, facilitating effective communication, and ensuring the smooth functioning of the office environment. Serving as the first point of contact, they create a welcoming atmosphere for visitors and callers while maintaining an organized front office. At TECO Hall, they oversee all aspects of facility rentals, acting as the primary liaison for rental inquiries, coordinating reservations, and delivering a seamless experience for renters. Additionally, they are responsible for submitting and managing maintenance work orders for the college's EDU buildings, collaborating closely with the Operations Resource Manager to ensure timely resolution of maintenance issues, coordinating repairs, and maintaining accurate records to support the operational efficiency of college facilities.

Responsibilities include managing front desk operations, facilitating communication, and ensuring efficient office functioning. They serve as the first point of contact for visitors and callers, maintaining a welcoming and organized front office environment.

• Greet visitors and customers warmly and notify appropriate department or office staff of their arrival.
• Assist visitors and customers with routine inquiries, including office hours, staff contacts, and basic account or status information.
• Operate and manage multi-line telephone systems, routing incoming calls to the appropriate personnel or departments.
• Organize and prioritize front desk tasks, including managing Outlook calendars for conference rooms, appointments, meetings, and events.
• Perform general data entry and maintain accurate records to support administrative functions.
• Make reservations for travel, dining, or other departmental needs as required.
• Distribute correspondence, documents, and information to relevant office or department personnel.
• Maintain office supplies inventory, monitor stock levels, and reorder supplies as needed.
• Keep the front office and public areas clean, neat, and organized.
• Operate and maintain office equipment such as scanners, copiers, fax machines, and printers.
• Order supplies such as toner and schedule maintenance services.
• Receive, sort, and distribute packages and mail efficiently.

Responsibilities for TECO Hall include managing all aspects of facility rentals, serving as the primary point of contact for rental inquiries, coordinating reservations, and ensuring a seamless experience for renters.

• Monitoring the shared inbox and responding promptly and professionally.
• Manage the reservation calendar for EDU TECO Hall, scheduling events, and maintaining accurate records of availability and bookings.
• Review rental requests to confirm facility availability based on the reservation schedule.
• Provide prospective renters with rental information, facility guidelines, payment instructions, and required documentation.
• Coordinate the execution of rental agreements, ensuring all necessary forms and payments are completed prior to facility use.
• Maintain ongoing communication with renters before, during, and after events to facilitate a smooth rental experience.
• Oversee key distribution and return procedures, tracking access to the facility to ensure security and accountability.
• Maintain key sign-out and return logs in accordance with college procedures.
• Conduct pre- and post-event inspections to verify the facility is properly prepared and returned to an acceptable condition.
• Identify, document, and report any facility concerns, damages, policy violations, or maintenance issues resulting from use.
• Ensure the cleanliness, organization, and readiness of EDU TECO Hall for upcoming reservations.
• Coordinate with college personnel regarding facility access, room readiness, and operational support.
• Maintain detailed records related to reservations, rental agreements, payments, and key management to support operational accountability and reporting.
• Assist with the procurement of supplies, equipment, and other facility-related items as needed to support operations.

Responsibilities for building work orders include submitting and managing maintenance work orders for the college's EDU buildings. Collaborate closely with the Operations Resource Manager to ensure timely resolution of maintenance issues, coordinating repairs, and maintaining accurate records of all work orders to support the operational efficiency of college facilities.

• Submit and track maintenance work orders for EDU buildings to ensure timely response and resolution.
• Collaborate closely with the Operations Resource Manager to prioritize and coordinate repairs and maintenance activities.
• Maintain accurate and detailed records of all work orders, including status updates, completion reports, and costs.
• Monitor ongoing maintenance projects and follow up to ensure quality and timeliness.
• Perform other clerical duties and administrative support tasks as assigned or necessary to ensure smooth office operations.

Qualifications

Minimum qualifications include a high school diploma or equivalent, with two or more years of experience in an office or administrative support position. College or other relevant post-secondary coursework may substitute for the experience requirement on a year for year basis.

Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. Senate Bill 1310- The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S. SB 1310: Substitution of Work Experience for Postsecondary Education Requirements. A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: (a) Two years of direct experience for an associate degree; (b) Four years of direct experience for a bachelor's degree; (c) Six years of direct experience for a master's degree; (d) Seven years of direct experience for a professional degree; or (e) Nine years of direct experience for a doctoral degree. Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. Minimum qualifications that require a high school diploma are exempt from SB 1310.

Preferred qualifications include strong interpersonal and customer service skills, along with proficiency in Microsoft Office Suite (Word, Excel, Outlook). Excellent organizational skills and attention to detail are essential, as well as the ability to manage multiple tasks and prioritize responsibilities effectively.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee