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Administrative Student Assistant

San Diego State University

Details

Posted:

May 14, 2022

Location:

San Diego, California

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Salary:

Open

Type:

Full-time

Administrative Student Assistant

GENERAL PURPOSE: Under the direction of the Office & Marketing Assistant, assists with the administrative tasks of Viejas Arena and the Cal Coast Credit Union Open Air Theatre. The assistant will be expected to provide excellent customer service, help various staff members to accomplish their responsibilities, greet visitors, answer phones, and perform multiple levels of administrative tasks. This assistant will help with employee relations and various other professional functions.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

Receives, screens, and refers telephone calls and visitors; provides answers confidently to callers and transfers/refers calls to appropriate staff or other departments while providing excellent customer service.
Uses knowledge of office operations and activities to respond to inquiries and to assist callers
Retrieve telephone messages and follows up with appropriate actions
Provides exceptional customer service to those contacted in the course of work; and resolves routine customer service issues
Assists with event announcement procedures; update info as needed
Sets up and maintains files for the office's projects, paperwork and reports
Heavy word processing load to include: memos, office forms, letters and reports
Assist with maintaining Kronos hours and report generation
Assistance with marketing efforts (concert announcements, social media, maintaining database, advertising, special events, direct mail)
Assists with routine administrative tasks including: organization of the front desk area; spreadsheets; operating copier/fax/computer equipment, deliveries, and other tasks/projects as assigned
Assists with part-time paperwork, packets, scheduling interviews and phone calls
Updates Google calendars periodically as needed

Administration

Utilizes Google Email and Calendar
Monitors area office supplies and sends orders as needed.
Creates reports/presentations utilizing Windows, Microsoft Excel, Word and PowerPoint as required/needed
Composes memorandums/letters as needed
Creates/updates Assistant policies and procedures binder as needed
Delivers documents to University departments as well as other A.S. departments

Customer Service and Collaboration

Establishes and maintains working relationships with various A.S. and University departments
Receptionist for the Arena Office; answer telephones, greet visitors, answer general questions regarding events at Viejas Arena and CCCU Open Air Theatre
Comfortably interact with individuals of all professional levels

Safety

Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
Adheres to Associated Students' Code of Safe Practices
Reports accidents to supervisor and reviews changes required to avoid reoccurrence
Ensures proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor
Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately

Minimum Requirements

Minimum & Preferred Requirements

Education:

Must be currently enrolled at San Diego State University, taking a minimum of 6 units
Preferred candidate will be a returning student for at least one additional school year

Experience:

Two years of experience in general office/clerical work preferred
Proficiency in Microsoft Word and Microsoft Excel required
One year of customer service experience required

Trainings to be completed within 30 days of hire:

Anti-Harassment for All Employees
Computer Security Awareness Training

PERFORMANCE EXPECTATIONS

Speak clearly, distinctly and professionally on telephone and front desk encounters
Constant attention to high level of customer service, including all aspects of service delivery such as appropriate phone etiquette (greeting, transferring calls, voice tone, and grammar), is a necessity
Capable of maintaining positive working relationships with staff and customers
Must be able to exercise tact and exhibit sound professional judgment
Strong organizational skills required. Must be able to follow oral and written directions and follow projects through to completion
Must be able to work with confidential items and understand the importance of confidentiality in project work
Must be able to work well with different work styles
Must be able to work efficiently with attention to detail, speed and accuracy and take initiative
Must be able to work independently and on multiple projects

KNOWLEDGE, SKILLS & ABILITIES

Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
Excellent writing and communication skills
Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
Ability to maintain high level of confidentiality
Ability to handle multiple tasks simultaneously

SCHEDULE & WORKING CONDITIONS

This is a part-time position with expected hours to be worked Monday thru Friday 11:00am - 3:00pm
Must be available to work nights, weekends and holidays (dictated by events)
Ability to work flexible hours when required
Must be able to work during breaks (summer and winter)
Additional hours available during semester breaks

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General office environment. Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the individual to spend long hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials from time to time, including banker boxes and files. This person will also be making deliveries via foot around campus.

RELATIONSHIPS

Inside the Organization:

Reports to the Financial and Office Administrator & the Office and Marketing Assistant
Works closely and collaborates with HR, Payroll & Benefits Manager, Payroll Coordinator and Payroll Assistant(s)
Works closely with Viejas Arena Team; Box Office Managers, Operations Manager, Arena Managers and Arena Supervisors
Works closely with the Events Manager and Event Supervisors
Interacts with Office Supervisors/Payroll Liaisons

EMPLOYMENT CATEGORY: Range I, Step I - Starting Rate: $15.00/hour

To apply, visit https://cta.cadienttalent.com/index.jsp?POSTING_ID=98241602938&locale=en_US&SEQ=jobDetails&applicationName=AssociatedStudentsofSanDiegoStateUniversityPTReqExt

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About San Diego State University

Founded in 1897, San Diego State University is a public institution of higher education located in southern California. SDSU is the oldest and largest university in San Diego and the third largest in the state. SDSU continues to gain recognition as a leader in higher education. Join SDSU and make a difference through meaningful work that contributes to knowledge and provides rich opportunities for students. The dynamic synergy between SDSU and the San Diego region furthers SDSU's excellence and global impact. Every member of our team can proudly proclaim, "I Am SDSU." In addition to SDSU, three not-for-profit auxiliary employers operate to provide services for the University. The SDSU Research Foundation furthers the educational, research and community service mission of SDSU. Aztec Shops provides a diverse portfolio of products and services including operation of the SDSU Bookstore, SDSU Dining, and management of commercial and real estate properties surrounding the campus. Associated Students of SDSU is a student-directed organization that manages programs and facilities enjoyed by students, faculty, staff, and the community-at-large.

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Administrative Student Assistant

San Diego State University

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