Staff Assistant II, Orientation and Family Engagement

University of Tampa•Tampa, FL

1d•Onsite

About The Position

The Office of Orientation and Family Engagement (OFE) at the University of Tampa has a position available for a Staff Assistant II. This position reports to the Director of Orientation and Family Engagement. As a member of the Division of Student Affairs, this position will uphold the values of collaboration, professional practice, student-centered learning and community and citizenship. The work of this position will intentionally align with strategic priorities to advance the mission and vision of Student Affairs which results in students’ sense of belonging, success, well-being, and life transformation. This position is designated as an essential employee and may be required to report to work as scheduled when University offices are closed due to severe weather or other conditions.

Requirements

High school diploma or equivalent; supplemented with related coursework, and one (1) year of related work experience.
The ideal candidate will possess the ability to work on several different projects simultaneously, excellent people skills and organizational ability.
Ability to work well in a dynamic office environment that consistently produces innovative new programs and engagement opportunities to assist our students and family members.
Proficiency with computers is required (Word, Excel, and PowerPoint).
Knowledge of or the ability to learn quickly the University of Tampa software programs such as Workday and Microsoft Office.
Willingness to embrace new technologies and innovative organizational practices.

Responsibilities

Assists the director, associate director, and assistant director with clerical and administrative tasks.
Hires, trains, and selects Orientation and Family Engagement Interns for the office.
Answer phones and manages walk in traffic by referring students, families, and colleagues to the appropriate person.
Continually trains and supervises OFE Interns in filing, responding to emails and phone calls, and assuring OFE interns are engaged in project work.
Provides office support to the undergraduate orientation Week of Welcome Interns during recruitment and Week of Welcome.
Oversees Workday processes and procedures as it pertains to hiring student employees, expenses, and processing reports.
Assists director, associate director, and assistant director with writing and frequently updating website content for Commencement, Fall Weekend, and Orientation.
Assist the director in processing Week of Welcome program proposals during fall and spring orientation timeframes.
Learn and utilize the Advantage Design Group online orientation software to assist the director, associate director, and assistant director in managing questions from new students and families.
Responsible for processing all financial paperwork, including, but not limited to, submitting reimbursements for the UTampa Diplomats or Week of Welcome interns and processing budget transfers.
Learn and utilize Involve and Qualtrics to assist the Director of Orientation and Family Engagement in managing Commencement attendance rosters, printing Commencement reader cards, and Fall Weekend attendance rosters.
Responsible for maintaining inventory and purchasing office supplies and forms as well as scheduling repair of office equipment for the Office of Orientation and Family Engagement.
Have a working knowledge of the university's database and software applications.
Maintain adequate coverage for the office during University working hours.
Actively participates in regular staff meetings to stay informed and train student staff.
Schedule appointments and manage calendar for the director, associate director, and assistant director when necessary.
Maintain a working environment that is clean and friendly for colleagues, students, families, and other university visitors.
On a regular basis monitor and answer the three office email accounts, voice mails, and distribute mail.
Responsible for maintaining all forms, procedures, and policies in the operational manual for the office.
Attend trainings and fully engage in learning and utilizing university-wide technology, specifically Workday, and other department specific technology platforms.
Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds.