Lead Admin Office Assistant
Rate of Pay: $13.25/hour
Hiring status: Currently Hiring
Open to non-UI students: No
Monitor and assist in managing the day-to-day operations of the University Housing and Dining (UHD) Administration front desk including answering and directing incoming phone calls and taking messages, responding to emails, 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.
• Respond to emails with accurate and timely information.
• Greet customers and refer to appropriate members of UHD or other University offices.
• Represent UHD in campus initiatives when staff presence is requested.
• 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 UHD 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 current and 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 semester of experience in an administrative support role within UHD.
• 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.
• Ability to de-escalate phone calls and troubleshoot complex situations.
• Demonstrated initiative and ability to manage work tasks with limited supervision on occasion.
• Proficiency in Microsoft Office Suite (Word, Excel, Teams, and Outlook) and StarRez system.
• Must be able to work 15-20 hours per week during standard business hours.
• Must successfully complete a criminal background check.
• Knowledge of UHD procedures and policies.
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• DESIRED QUALIFICATIONS
• At least one year of experience working in UHD administration.
• Experience living in the University of Iowa residence halls.
• Able to work during academic break periods (fall, winter, spring and summer breaks).
Training Requirements
• FERPA
• Criminal Background Check upon hire
What you will learn
You can expect to learn skills such as interpersonal communication, customer service experience, working with people from diverse backgrounds, working as part of a team, time management, conflict resolution, balancing priorities, and managing finances. Skills learned with University Housing and Dining will aid you in your chosen career path and provide valuable work experience to strengthen your resume, even if not directly related to your future profession. 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.