Administrative Support Assistant I

Administrative Support AST I

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.

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 Page for more specific information.

Health Assessment Required: No.