Residence Life Department Assistants (Solano Campus)

3d•Hybrid

About The Position

The Residence Life Department Assistants (RLDA) has primary responsibilities in providing administrative and logistical support to the Residence Life Department, as well as principal obligations in customer service to university residents, guests, parents, families, and university faculty, staff, and other officials. The RLDA will provide the bulk of this work to the department through assignments within the Residence Life Office and its residence halls to assist in maintaining the ongoing day-to-day operations of the Department. The RLDA’s traditional work schedule will vary to meet the posted hours of operation for the Residence Life Department (8am-8pm), as well as additional obligations to the Department during higher volume periods of the academic year. The RLDA is a member of the Residence Life Student Staff and is supervised by Residence Life Professional Staff. In the event of a vacancy, RLDA staff may be asked to cover additional hours. Additionally, other duties beyond standard in-office variety work may routinely be included as part of this position to meet the needs of the residents and the Department. About the Cal Poly Maritime Academy: Cal Poly Maritime Academy, located in Vallejo, California, is the only degree-granting maritime academy on the West Coast and a nationally recognized public maritime university on the Solano Campus of California Polytechnic State University. It prepares students for leadership roles in maritime operations, engineering, logistics, business, global supply chains and national security. Through Cal Poly's Learn by Doing philosophy, students train hands-on in classrooms and labs and aboard the Training Ship Golden Bear. For more information, visit maritime.calpoly.edu . As part of the California State University, the nation's largest public four-year university system, Cal Poly employees contribute to a broader mission of advancing knowledge, creating opportunity and serving the people of California. Watch: California State University Careers | Jobs, Benefits & Purpose

Requirements

Knowledge and familiarity with Residence Life and the campus living experience.
Knowledge and familiarity with university resources, departments, and programs.
Strong commitment to customer service.
Demonstrates excellent interpersonal communication skills.
Ability to work independently.
Demonstrates the ability to prioritize work, manage time, and multitask appropriately.
Demonstrates the ability to function well under pressure and in a fast-paced office environment.
Ability to think critically and exercise sound judgment.
Effectively demonstrates fiscal responsibility and appropriate use of department resources.
Ability to comply with all university and departmental policies and procedures.
Ability to successfully complete training and certification programs in the required time frames for university compliance, as well as the successful use of required department systems, programs, and software.
If using a golf cart, able to supply a driver’s license, pass a driving record check, successfully complete the CSU Defensive Driving Program, and the CSU Powered Cart Safety Training Program.
Ability to work in an office setting using standard office equipment, including computer, photocopier, printer, and telephone.
Ability to work outside for various periods of time.
Ability to push, pull, lift, and/or carry at least 25 pounds.
Ability to climb stairs, conduct rounds of buildings, respond to lockouts, area checks, and emergencies throughout the various residence halls.
Participate in required training periods, which may include returning to campus early, as well as working during break periods and holidays.
Ability to work flexible hours.
Satisfactory completion of a background check is required for employment.
The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.
Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Nice To Haves

This position is open only to current Cal Poly Maritime Academy–Solano Campus students

Responsibilities

Assist the Residence Life Department with customer service and front desk operations, which include: Greeting and check-in of guests; phone and email correspondence with students, families, faculty, staff, and other officials for a variety of simple to complex issues, referrals to various university departments, referrals to campus resources with overall general inquiries, assistance with procuring campus information based on request, and assisting with additional customer service needs.
Appropriately utilize departmental databases and online systems (after successfully completing the required onboardings and trainings) containing sensitive student and university information necessary for the operation of the Residence Life Department, including but not limited to: Office 365 platforms (Outlook, SharePoint, Bookings, etc.), Passport, StarRez, JotForm, MetaBIM, Sling, Adobe Suite, Canva, Doodle, Linktree, Guidebook, and others.
Access and operate multiple key management systems (Stanley Best, Blackboard, physical keys) to assist residents with building access, including encoding resident PortPasses, providing lockout assistance (by foot or use of the department golf cart), documenting and submitting lockout charges, issuing/retrieving spare keys for residential communities and secured spaces.
Assist with the preparation and execution of scheduled residential move-in periods and ongoing resident assignment changes, including resident check-in and check-out procedures, oversight of key transfers, submission of all documentation and necessary paperwork, assessing room conditions, and submitting charges to Professional Staff for review, and working with other departments in coordination with specific room and residential needs.
Assist with residence hall upkeep needs by submitting work orders and custodial requests into the work order system, following up on the status of work orders, educating residents on the use of the work order system, assessing work order requests to troubleshoot common issues, and logging / retrieving maintenance data.
Provides escorting services to campus employees and contractors/vendors to perform cleaning duties, regular maintenance, and special projects.
Assist with data collection, documentation preparation and maintenance, and support in acquiring information for daily, weekly, monthly, and yearly planning and reporting purposes.
Assist with Residence Life’s outreach activities throughout the year, when necessary, such as: Providing residence hall tours, tabling events, and informational pop-ups, department programs, etc.
Update Residence Life’s information, announcements, and events on various platforms (Outlook email, Outlook calendars, social media platforms, bulletin boards, posting areas, etc.).
Assist in the creation of marketing materials and outreach, social media content creation, and design of event layouts and decorations.
Assist with maintaining an efficient, organized, and clean working environment within Residence Life designated spaces through light cleaning, inventory management, and assisting with space reallocation needs.
Follow directions provided by Residence Life Professional Staff, University Administration, and/or Emergency Services in the event of an emergency occurring during RLDA’s assigned shift.
Work with Residence Life Professional Staff and internal/external stakeholders, including University Administration, University Police, Vallejo Emergency Services, etc. to respond to student concerns or incidents within the residence halls.
Record and submit incident reports, when necessary, while maintaining appropriate confidentiality.
Refer students to Residence Life Professional Staff for issues requiring a higher level / more immediate response.
Support Residence Life initiatives both within and outside of the department, including but not limited to student training, staff recruitment, Orientation, Commencement, department collaborations, university-wide events, etc.
At times, the RLDA may assist other departments with support in specific situations / with specific tasks where the successful outcome of this support has a discernible, positive impact on the Residence Life program and its residents.
Other duties as assigned.