Office Assistant

Want to become an Office Assistant?

We accept applications once per semester, for positions in the following semester. Applications will be available September 28, 2020 – October 12, 2020 for any Spring 2021 vacancies.

POSITION: Office Assistant
DEPARTMENT DESCRIPTION: University Housing is an office within the Department of Housing & Dining Services that supports CSU’s Principles of Community: Inclusion, Integrity, Respect, Service, and Social Justice. University Housing strives to create vibrant and inclusive communities throughout students’ on campus housing experience which enhance learning, personal and social growth, and global engagement. Our goal is to provide staff with inclusive environments that foster holistic professional development and opportunities to work with students, campus partners, and guests in a variety of areas in their lives. We aim to develop learning communities where residents can thrive and be retained as successful students. Staff are expected to uphold our values of customer first service, commitment to students and staff, integrity, respect and teamwork, inclusiveness and diversity, innovation, and stewardship.
POSITION SUMMARY: The Office Assistant (OA) is an hourly paraprofessional staff member in University Housing. The OA serves as frontline customer service staff at one of the apartment area front offices. OAs perform administrative tasks and work directly with residents and University Housing staff to help residents with daily needs, connect to community resources, and navigate the apartment area and the CSU campus community. OAs report directly to the Office Manager of the respective apartment area and are indirectly supervised by the area Resident Manager and Assistant Resident Manager. This position averages 5-10 hour per week; the hours may vary and are dependent on student schedules. Hours are available during regular business hours, evenings, and weekends.
RESPONSIBILITIES:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

·        Attend all required trainings, monthly OA staff meetings, contact meetings with supervisor and workshops throughout the year, including during summer and winter training periods

·        Provide customer first service for an apartment community front desk, including but not limited to:

o   Greeting residents and guests

o   Answering resident, guest, community member, and University Housing staff questions

o   Maintaining awareness of area security and facilities maintenance concerns

o   Checking in and out equipment

o   Answering and directing phone calls and emails as directed by supervisor

o   Checking in and out keys to residents

o   Preparing and filing all paperwork for resident check-in and vacate processes

o   Reserving event spaces

o   Conducting apartment tours with prospective residents

o   Processing mail and packages, where applicable

·        Abide by all fire and life safety policies and procedures, including but not limited to:

o   Shutting down and evacuating the front desk during fire alarms, if relevant by apartment area

o   Serving as a role model to other staff and residents regarding management of safety concerns

o   Submitting work orders to uphold the safety of apartment community areas surrounding the front office

·        Develop and maintain positive working relationships with other OAs, Office Manager, Assistant Resident Manager, Resident Manager, Facilities staff, campus partners, and University Housing staff

·        Contribute positively to community development within the area by demonstrating an upbeat attitude, building connections with staff and residents, and remaining open and approachable to support resident, guest, and staff needs

·        Readily take on additional administrative and customer service-related tasks as directed by the Office Manager and/or Resident Manager and Assistant Resident Manager

·        Remain up to date with, and support enforcement of, University Housing, CSU, and city, state, and federal policies and law

 

Administrative Responsibilities

·        Submit work orders and incident reports as directed by supervisor to support safety and aesthetics of community

·        Collaborate with other OAs to provide shift coverage for area office

·        Attend and participate in apartment area staff meetings as requested by supervisor and/or area managers

·        Organize and take inventory of office supplies

·        Maintain confidentiality when handling resident files and information

·        Maintain open lines of communication with supervisor, area managers, and colleagues

·        Utilize phone, email, and in-person communication with supervisor and managers to communicate regarding resident and area concerns

·        Utilize independent decision-making skills Participate in biannual performance evaluations

JOB QUALIFICATIONS: Office Assistants must, at the time of hire and throughout employment, meet the following requirements:

1.      Maintain a semester and cumulative GPA of 2.0, and a status of “good standing” at Colorado State University

2.      Demonstrated ability to relate with people of different cultural backgrounds

3.      No current or pending disciplinary incidents (prior incidents are not a disqualification, but all prior cases must be closed by time of hire)

4.      Maintain 9 or more credit hours per semester of employment at Colorado State University

5.      Ability to work within Microsoft Office Suite (Word, Powerpoint, Excel, etc.)

6.      Demonstrated ability to work independently and collaboratively

7.      Prior customer service experience

 

Please note: In some apartment communities, OAs are expected to lift and move resident packages and mail, which may be heavy. Accommodations can be made for staff who are unable to assist with this task.

CONDITIONS OF EMPLOYMENT: 1.      Consent to, and participate in, a background check

a.      Must be 18 years of age or older at the time of hire and background check

2.      Participate in a review of conduct records at Colorado State University prior to and throughout employment

3.      Enrolled at CSU and making progress toward their degree during their period of employment

4.      Expected and required to attend all training sessions, typically held in August prior to the fall semester and in January prior to the spring semester.

5.      The Office Assistant position is for one semester with opportunities to extend for additional terms at the discretion of the Office Manager.

6.      Office Assistants must be able to work day, evening, and weekend shifts, and during Fall, Winter, Spring, and Summer breaks.

7.      Eligible to work in the United States. Office Assistants are responsible for ensuring their eligibility to fulfill their role while remaining in compliance with all University, State, and Federal work regulations

8.      The State of Colorado has an at-will employment policy. This position may be revoked by the University at any time and for any reason

9.      Office Assistants are University employees and must abide by all University policies, including University Housing policies and the Student Code of Conduct

10.   The Office Assistant is responsible for finding appropriate replacements for assigned duties if unable to fulfill responsibilities due to an emergency, unexpected illness, or sudden schedule change

11.   The Office Assistant must inform supervisors of other employment and/or educational commitments, or any changes to their availability

REMUNERATION: $12.00 per hour
TO APPLY: Please apply online at https://colostate.erezlife.com
INCLUSION STATEMENT: CSU is an EO/EA/AA employer.
BACKGROUND CHECK STATEMENT: Colorado State University conducts background checks on all final candidates, and all applicants must be 18 or older at time of hire and background check to be considered for a position.
New Office Assistants

Training Start Date: Monday, January 11, 2021 (full day)
Earliest you may move onto campus: Depends on staff member’s on-campus location

Returning Office Assistants

Because Apartment Offices remain open through all breaks, shifts are available and need to be filled over Fall, Winter, Spring, and Summer breaks. If you are currently an Office Assistant, check with your Office Manager about any dates away or required training sessions.