Office Support Associate - University of North Texas System
Denton, TX
About the Job
Title: Office Support Associate
Employee Classification: Office Support Associate
Campus: University of North Texas
Division: UNT-Provost
SubDivision-Department: UNT-Texas Acad of Math & Sci
Department: UNT-TAMS-Dean's Off-143100
Job Location: Denton
Salary: $32,100
FTE: 1.000000
Retirement Eligibility: TRS Eligible
About Us - Values Overview:
Department Summary
The Texas Academy of Mathematics and Science (TAMS) is a unique residential program for high school-aged Texas students who are high achievers and interested in mathematics and science. While living on campus in McConnell Hall, students in this two-year program complete a rigorous academic curriculum of college coursework at the University of North Texas (UNT). Instruction is by university faculty. There are no high school courses taught, but students enjoy many of the activities of high school and the company of age mates who are intellectual peers.
Position Overview
Functions as a desk clerk in one of the on campus residence halls. This position maintains and implements the residence hall desk operations by providing effective and efficient service to student and staff through telephone, receptionist and clerical skills.
Minimum Qualifications
High school diploma and three years' of moderately responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.
Knowledge, Skills and Abilities
- Advanced customer service skills. Knowledge of Microsoft Office.
- Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
- Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
- Ability to conceptualize, plan and organize multiple programs and assignments effectively.
- Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
- Skill in developing and maintaining good working relationships and offering excellent customer service.
- Knowledge of policies, practices, procedures and terminology of assigned function.
Preferred Qualifications
None
Required License/Registration/Certifications
None
Job Duties:
- Remains physically and mentally present at the desk, making the hall a secure place for underaged TAMS students through alertness, attentiveness, and monitoring of security camera feeds.
- Responds appropriately to situations and crises and follows up with proper documentation.
- Maintains accurate inventory of all residence hall keys throughout the year, including tracking room keys checked out to residents, following proper procedures for checking out common area keys, and requesting lock changes.
- Submits and follows up on work orders in a timely manner. Follows the proper procedures for handling maintenance emergencies that may arise. Within the scope of the position, takes initiative to keep the building attractive and in good condition.
- Ensures professionalism at the front desk by maintaining confidentiality in all student and staff matters, providing good customer service to students, staff, and guests, and keeping the desk area neat, clean, and attractive.
- Creates a welcoming environment by greeting residents and guests, building appropriate relationships with residents, and maintaining an interest in residents personal and academic wellbeing.
- Maintains positive working relationships with hall, departmental, and other University staff and serves as a positive role model to part-time staff.
- Efficiently manages the front desk by creating and maintaining administrative processes and communicating changes to hall staff. Communicates with Housing Assignments Coordinator to keep an accurate record of rosters, checkouts, and charges. Assists with opening and closing procedures, including check-in and moveout dates.
- Completes tasks proficiently using relevant computer programs. Assists Community Directors by maintaining their calendars and scheduling appointments. Maintains desk files and log books and coordinates reservation and scheduling of meeting spaces. Keeps inventory of desk supplies and routinely updates desk budget when orders are placed.
- Stays knowledgeable of departmental and University policies, procedures, and resources; assists residents in finding answers to questions and solutions to problems, referring residents where needed.
- Communicates with Conference Services or Housing Assignments Coordinator, and works to create a smooth check-in/moveout experience for residents or conference guests. Keeps inventory of supplies and submits requests for needed items in a timely manner.
- Exercises good judgement in hiring new part time desk clerks, coordinating with Housing Desk Coordinators. Works with part time desk clerks to develop and maintain a regular schedule of desk coverage. Communicates with part time desk clerks to approve shift changes and update schedules as necessary. Assists in scheduling desk coverage during University closures.
- Effectively supervises part time desk clerks. Ensures all part time desk clerks complete required departmental and hall specific training. Obtains feedback from relevant parties in order to determine training needs for part time desk clerks. Meets regularly with part time desk clerks to deliver continuing training.
- Provides front desk operations training for Resident Assistant staff three times a year. Provides ongoing feedback (positive and corrective) for in-hall staff regarding desk operations.
Work Schedule:
Monday – Friday, 8:00am – 5:00pm; Some evenings and weekends as needed
Driving University Vehicle:
No
Security Sensitive:
This is a Security Sensitive Position.
Special Instructions:
Benefits:
For information regarding our Benefits, click here.
EEO Statement:
The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, facilities and employment practices. The University of North Texas System immediately investigates complaints of discrimination and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.