Office Support Associate

University of North Texas System•Denton, TX

4d•Onsite

About The Position

The G. Brint Ryan College of Business is the choice of nearly 9,000 students, making it one of the largest business schools in the nation. Since 1961, the college has been continuously accredited by the Association to Advance Collegiate Schools of Business (AACSB), a hallmark of the world’s best business schools. Nationally recognized, cutting-edge degrees enable students to learn beyond the classroom, preparing them to become leaders in their fields. To serve as clerical support and back-up receptionist to the Administrative Specialist, Administrative Coordinator, and the Ryan College of Business Undergraduate Programs Office. This includes answering phones, servicing customers, assisting with appointment scheduling, scanning materials, and other duties as assigned by the Undergraduate Programs unit, along with the Assistant Dean of Undergraduate Programs, Academic Associate Dean, and senior leadership as needed.

Requirements

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.
Advanced customer service skills.
Exceptional interpersonal skills.
Knowledge of Microsoft Office.
Advanced attention to detail.
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.
Ability to work independently.
Ability to develop and maintain good, positive working relationships.
Ability to learn and retain knowledge of policies, practices, procedures and terminology of assigned function.

Responsibilities

Uphold telephone call protocol by answering in a timely manner, transferring calls as appropriate and answering basic questions
Timely opening of office
Provide excellent customer satisfaction to include answering basic questions in person, referring to other offices and scheduling appointments as needed.
Serve as moderator or provide backup to moderator during virtual workshops.
Serve as backup reviewer for the distribution of appointments per advisors when the front desk schedules for advisors.
Maintain the BLB 115 conference room setup.
Update logs and tracking systems with pertinent information.
Attend trainings as required.
Ensure updates are made for annual advising documents and replenish supply on an annual basis for front desk usage.
Maintain upkeep of important advising-related documents for the front and recruiter (i.e. onepager, bifold, 4year guides, etc).
Send timely emails to departments alerting of newly declared students in their major (may also include lists of their intended majors).
Serve as backup for office mail runs as needed.
Assist with internship approvals and review in the Handshake system.
Oversee the process for copying necessary documents for new student orientations and parent orientations (to include the initial process of when copies need to be made and ensuring the upkeep of documents).
Keep accurate record of remaining bifolds after orientation season to include those that are used afterward.
Assist with orientation cleanup and record maintenance in Navigate.
Scan advising records, audits, and other pertinent advising-related materials for students into Perceptive Content in a timely manner.
Provide weekly record of scanning completed to Assistant Dean.
Continual review of updates to EIS, u.achieve, scheduling systems, and all systems in use by the office.
Maintain current knowledge of academic policies.
Maintain professional appearance and conduct.
Uphold appropriate work habits and behaviors.
Maintain appropriate customer service.
Efficient and timely completion of tasks.