Administrative Support AST I

University of Florida•Gainesville, FL

5d•Onsite

About The Position

This position is responsible for coordinating area desk functions, providing key access, generating reports, and applying charges for excessive lock-outs and key access. The role also involves coordinating with internal units for building maintenance and services, processing work requests, and assisting with package and mail distribution. Additionally, the position will oversee and manage area student staff, including recruitment, training, scheduling, and HR functions. The role also performs various administrative support functions such as maintaining filing systems, managing office supply inventory, ensuring policy compliance, and serving as a backup for the Main Housing Office front reception desk.

Requirements

High school diploma or equivalent
One year of relevant 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, serving as the point of contact, answering calls, assisting residents and visitors, explaining policies, and providing university resources.
Provide key access for assigned buildings, including creating key packets, ordering keys, programming key fobs, and managing key distribution.
Generate reports on occupancy, rosters, and status updates for package and key distribution.
Conduct daily audits of keys and ensure proper processes and procedures are followed.
Create resident files with necessary documents for move-in/out.
Apply appropriate charges on student accounts for excessive lock-outs and key access.
Coordinate with internal units (Custodial Services, Maintenance, Operations) to ensure clean, safe, and secure spaces.
Process work requests for maintenance, custodial services, telecommunications, IT, and other services.
Assist with receiving packages for residents and ensuring timely pick-up.
Forward letter mail and packages to the appropriate location.
Collaborate with internal units to reserve facility spaces for meetings and events.
Distribute signage for area during university closures, holidays, and special events.
Collaborate with housing conference services to provide access for guest spaces and conference attendees.
Recruit, hire, train, and supervise student staff for the area desk.
Create and manage the area desk student staff schedule to ensure proper coverage.
Manage administrative functions related to employee time approval and HR for area desks.
Assist with training employees on operations, safety, customer service, and related topics.
Develop and maintain an effective filing system, keeping files up-to-date, organized, and cross-referenced.
Manage office supply inventory for area operations, including student-used spaces and printing.
Ensure compliance with departmental and University policies, guidelines, and regulations.
Serve as a back-up to the Main Housing Office front reception desk, switchboard, and call center.
Develop reports, handle special projects, tasks, and other duties as assigned.