Administrative Support Assistant I

University of Florida•Gainesville, FL

4d•Onsite

About The Position

This position serves as an Administrative Support Assistant I, responsible for coordinating area desk functions, providing oversight and management of student staff, and performing various administrative support functions. The role involves serving as a point of contact for an area desk, managing key access, generating reports, processing work requests, and assisting with package and mail distribution. Additionally, the position involves recruiting, hiring, training, and supervising student staff, managing their schedules, and handling related HR functions. The role also includes maintaining filing systems, managing office supply inventory, ensuring policy compliance, and serving as a backup for the Housing Office front reception desk.

Requirements

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

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
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

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.