Administrative Support Assistant I

University of Florida•Gainesville, FL

About The Position

This position serves as an Administrative Support Assistant I, responsible for coordinating area desk functions, serving as a point of contact, managing key access, generating reports, creating resident files, processing work requests, and assisting with package and mail distribution. The role also involves providing oversight and management of student staff, performing various administrative support functions, and serving as a back-up to the Housing Office front reception desk. The position requires developing and maintaining an effective filing system, managing office supply inventory, ensuring compliance with departmental and University policies, and handling special projects as assigned.

Requirements

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
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
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

Nice To Haves

Experience in customer service driven industry or university housing
Experience with student staff supervision and/or motivating teams
Demonstrated levels of professionalism and dependability

Responsibilities

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.
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.
Ensure compliance with departmental and University policies, guidelines, and other relevant regulations.
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.