OPS Front Desk Administrative Assistant

University of North Florida Job Vacancies•Jacksonville, FL

10d

About The Position

Required Qualifications Cannot be a current UNF student for this position type . Open the office for daily business and close the office at the end of the business day. (Including, but not limited to, checking printers for paper, emptying shredder, stacking or unstacking dishwasher and preparing coffee.) Answer phones and direct callers to the appropriate office staff or UNF department. Greet incoming guests, including members of the Board of Trustees, Board of Governors, Senators and House Representatives, community constituents, students, faculty and staff. Maintain a schedule for the internally used President’s Conference Room. Prepare the conference phone, AV equipment or DTEN cart for use when needed in the President’s Conference Room. Prepare the Conference Room prior to use and handle clean-up after each event/meeting. Maintain the schedule for the President’s reserved guest spaces and work with Parking Services to ensure spaces are being utilized by the appropriate guests. Responsible for the reservations of two golf carts. Partner with Physical Facilities to coordinate the maintenance of the carts to ensure they are always ready for use. Open, sort, log/track, scan and route President’s Office incoming and outgoing mail, and reports. Responsible for logging signed items out and notifying the proper department before the end of each business day. Create the monthly “issues” report and assist the Director of Operations as requested with the routing of issues that come to the President’s Office. Submit work orders through FAMIS Self-Service module for various work to be completed by Physical Facilities in the President’s Office and communicates status updates to office staff. Order office supplies using the online portal with UNF’s contracted vendor; verifies order, distributes/stores items and submits invoice to appropriate office staff member. Assists with filing or scanning records. Prepare items for overnight shipping using the online portal with UNF’s contracted vendor. Handle any phone audits and conference call billing and submits reports to appropriate staff member. Create and maintain a current office procedures manual for the front desk. Assist with projects that come out of the Office of President. Preferred Qualifications Strong customer service, organizational, and communication skills; Bachelor’s degree from an accredited college or university and two years of experience in a related area. The applicant should enjoy working in a fast paced office and be able to pivot at a moment’s notice.

Requirements

Cannot be a current UNF student for this position type

Nice To Haves

Strong customer service, organizational, and communication skills
Bachelor’s degree from an accredited college or university and two years of experience in a related area.
The applicant should enjoy working in a fast paced office and be able to pivot at a moment’s notice.

Responsibilities

Open the office for daily business and close the office at the end of the business day. (Including, but not limited to, checking printers for paper, emptying shredder, stacking or unstacking dishwasher and preparing coffee.)
Answer phones and direct callers to the appropriate office staff or UNF department.
Greet incoming guests, including members of the Board of Trustees, Board of Governors, Senators and House Representatives, community constituents, students, faculty and staff.
Maintain a schedule for the internally used President’s Conference Room.
Prepare the conference phone, AV equipment or DTEN cart for use when needed in the President’s Conference Room.
Prepare the Conference Room prior to use and handle clean-up after each event/meeting.
Maintain the schedule for the President’s reserved guest spaces and work with Parking Services to ensure spaces are being utilized by the appropriate guests.
Responsible for the reservations of two golf carts.
Partner with Physical Facilities to coordinate the maintenance of the carts to ensure they are always ready for use.
Open, sort, log/track, scan and route President’s Office incoming and outgoing mail, and reports.
Responsible for logging signed items out and notifying the proper department before the end of each business day.
Create the monthly “issues” report and assist the Director of Operations as requested with the routing of issues that come to the President’s Office.
Submit work orders through FAMIS Self-Service module for various work to be completed by Physical Facilities in the President’s Office and communicates status updates to office staff.
Order office supplies using the online portal with UNF’s contracted vendor; verifies order, distributes/stores items and submits invoice to appropriate office staff member.
Assists with filing or scanning records.
Prepare items for overnight shipping using the online portal with UNF’s contracted vendor.
Handle any phone audits and conference call billing and submits reports to appropriate staff member.
Create and maintain a current office procedures manual for the front desk.
Assist with projects that come out of the Office of President.