Lead Office Assistant

To view information about our mission, vision, goals, and our Statement on Diversity, please visit our about page.

Description

A Lead Office Assistant (LOA) is responsible for greeting and assisting students with their concerns and well as assisting with the day-to-day operations of the community office. The daily work of an LOA includes, but is not limited to: answering student questions, scheduling appointments, speaking with students and parents on the phone, handling lockouts, submitting work orders, preparing conduct letters and files, reviewing and updating the office manual, assisting with the supervision, training, and evaluation of the office assistants, and any other duty assigned by the Area Coordinator or Graduate Assistant(s).

Qualifications

The department will consider candidates for interviews based upon application information and qualifications.

  1. A 2.75 GPA at the time of application and during the tenure of the position
  2. In good conduct standing with UCF and Housing and Residence Life
  3. In good financial standing with UCF and Housing and Residence Life
  4. Must be approved by the government to work and have a social security card
  5. Must have good customer service skills, be able to perform physical labor (lifting and moving), basic computer skills, critical thinking skills, and the ability to handle a variety of projects
  6. Must be able to work a minimum of 25 office hours per week and no less than four (4) business days

Additional Requirements If Hired

All new hires will be subject to a background check. All hires are dependent on a clear background check. Any serious concerns brought to the attention of the Department of Housing and Residence Life by means of the background check could prevent official hire. In these cases the decisions will made by the Associate and or Assistant Director of Housing and Residence Life.

Responsibilities

Customer Service

  • Maintain contact and communication with facilities staff
  • Maintain a professional attitude and demeanor at all times
  • Adhere to office dress code while working
  • Act as a resource for students with questions about housing and the university
  • Answer phones and maintain a positive relationship with all residents, parents, and guests
  • Maintain a professional environment in the community office
  • Contact vendors (ex. MAC-GRAY, Coke, etc.) to follow-up about student concerns

Administrative

  • Schedule appointments for the Area Coordinator and Graduate Assistants
  • Perform administrative tasks including making copies, making deliveries, etc.
  • Assist in maintaining monthly fire extinguisher checks
  • Perform lockouts
  • Confront noise complaints
  • Schedule events in the community center, when applicable
  • Maintain office equipment/supplies
  • Create and post flyers as needed
  • Escort UCF personnel into rooms as needed
  • Help maintain the office computers
  • Help maintain the office copy machine and printer
  • Create bulletin boards as needed for the community and office
  • Keep the office neat and organized
  • Assist the Area Coordinator, Graduate Assistant or Office Coordinator with special projects.

All OAs will be required to attend monthly in community training sessions (generally 1-2 hours per month). OAs will be paid for attending these meetings.

General Skills

  • Proficiency in Microsoft Office
  • Proficiency in the Outlook email client
  • Other duties as assigned

Specialized Skills

  • Proficiency in Microsoft Publisher (Preferred)
  • Proficiency in Microsoft PowerPoint (Preferred)

Other

All office staff will follow and abide by the Department of Housing and Residence Life ethical standards, Community Living Guide, and the UCF Rules of Conduct.

Compensation

Members of the OA staff working in the Department of Housing and Residence Life will receive a paycheck every two weeks and will be paid $8.00 per hour of work (amount may change based on minimum wage amendment).

Selection Process

1: Submit an Online Application (required for all applicants)

Open September 26, 2014 and Due by 11:59 PM on October 26, 2014

  • Create an application on ucf.erezlife.com
  • Enter in your application information (there are multiple parts to the application!)
  • Attach a resume (visit Career Services for assistance)
  • List 2 references (one must be from the UCF community; both must be non-family members)
  • References will be contacted via email to complete a brief reference form on your behalf (also due by Oct 26)
  • You can visit the application an unlimited amount of times before you submit it for review

2: Interviews

All application files will be reviewed and all candidates will be contacted, in regards to whether or not they are offered an interview.

Not all applicants will be offered an interview. If you are selected to interview, you will receive an email and be asked to schedule an interview.

Special Interview Notes

Time. It is strongly encouraged that on the day of the actual interview, the candidate arrives early for the interview. If a candidate misses an interview, another one will likely not be offered. The location of the interview will be sent to you in your notification email.

Attire: This is a job interview so all candidates should dress appropriately and turn off their cell phones.

3: Notification

Lead Office Assistant, Office Assistant and Residence Hall and Apartment patrol staff positions will be filled as they become available; therefore, we will maintain a pool of interested candidates and may offer interviews and/or positions at any point throughout the year.

Please check your UCF email regularly and contact RASelection@ucf.edu with any questions or concerns.

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