Student Administrative Assistant

Chapman University Careers•Irvine, CA

2d•Onsite

About The Position

In support of the Student Affairs Learning Outcomes, the Department of Student Engagement facilitates a wide variety of co-curricular student experiences. Along with professional staff and in collaboration with the entire office operations team, Student Administrative Assistants are responsible for creating and maintaining a highly functional, efficient workspace for the Department of Student Engagement. Student Administrative Assistants facilitate a comfortable, courteous and professional atmosphere and contribute to projects based on the needs of the department. All Student Administrative Assistants are employees in the Department of Student Engagement and the Division of Student Affairs.

Requirements

Because of the student-facing nature of this role, remote work is not permitted.
Student employees are encouraged to use sick pay when it is needed and available.
Ability to work up to 12 hours per week during 8am-5pm business hours.
Commitment to teamwork, customer service, collaboration, conflict resolution, and providing service to students.
Ability to exercise initiative, work independently, and hold high standards of dependability and accountability.
Ability to work with a diverse group of individuals at all organizational levels, both inside and outside the University.
Ability to use tact and diplomacy and maintain a high level of confidentiality.
Strong time management skills, including punctuality to arrive at shifts on-time, and the ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload.
Effective written and verbal communication skills
Possess attention to detail, the ability to accept direction, willingness to work and learn from colleagues and supervisor, and commitment to apply feedback to work performance.
Willingness to accept direction and changes to responsibilities as determined by supervisor.
Courteous and confident demeanor when delegating and holding others accountable.
Ability to learn and use standard office equipment and various software programs

Responsibilities

Reception Desk Management Proactively greet guests as they approach the reception desk.
Provide excellent customer service to all guests including accurate information to telephone and in-person questions regarding Chapman University, our department, and our facilities.
Gather and confirm information to provide guests with a full and complete response to their need(s).
Wear required name badge and present: a positive image of Chapman University employees, specifically the Department of Student Engagement. an image of an individual who understands themselves to be responsible for tracking the office environment, serving faculty/staff/student guests, cultivating a welcoming and engaging environment, and maintaining facility tidiness.
Maintain a clean desk environment, minimizing clutter, and prioritizing organization.
Limit desk presence to other Student Engagement employees (non-employees aren’t permitted behind desks).
Office Management Prepare Argyros Forum 303 for daily opening/closing by following established procedures.
Complete hourly active laps of the facility to identify, respond to, and report concerns pertaining to safety, cleanliness, maintenance/repair, and functionality of provided resources/services and ensure the facility presents a welcoming environment.
Perform routine cleaning of high-touch surfaces and collect/dispose of trash during each shift to ensure regular attention to cleanliness.
Distribute mail to professional staff as well as student staff; manage mail for student organizations
Organize and return furniture and equipment to its designated/intended location.
Post signs, daily schedules and other administrative tasks as required.
Assist in other ways with all of the above as determined by supervisor.
Promote the use of Student Engagement virtual engagement platforms (e.g. Panther Connect, Instagram, etc.)
Attend all scheduled Student Engagement staff meetings and training sessions.
Participate in and contribute to Department of Student Engagement programs, services, experiences, and resources as determined by supervisor.