Student Office Assistant II

Position Summary
The Student Office Assistant supports the Residential Experience unit within Residence Life & Student Housing by facilitating clear, timely, and professional communication with residents and stakeholders. This position serves as a primary point of contact for student inquiries and plays a key role in maintaining efficient office operations. The Office Assistant will assist in developing communication resources such as Frequently Asked Questions (FAQ) documents, perform routine administrative tasks, and support hall preparation efforts, including move-in readiness.

Duties and Responsibilities

 A) Telephone and Communication Support

• Answer incoming calls and respond to inquiries from residents, staff, and visitors in a professional and timely manner.
• Take accurate messages and ensure prompt delivery to appropriate personnel.
• Communicate clearly and professionally via phone and email, providing accurate information or redirecting inquiries as needed.
• Assist in developing and maintaining Frequently Asked Questions (FAQ) documents and other communication tools.
  Monitor and respond to shared communication platforms as assigned.

B) Clerical and Administrative Tasks

• Operate a personal computer to draft correspondence, enter data, and generate basic reports.
• Create and print letters, labels, and other documents as required.
• Copy, scan, and duplicate materials for distribution or recordkeeping.
• Support administrative processes through accurate data entry and document processing.

C) File and Record Management

• Establish and maintain organized filing systems for both physical and electronic records.
• Update and process files, records, and documents in accordance with departmental guidelines and confidentiality standards.

D) Office Organization and Customer Service

• Serve as a resource for residents, parents, and other stakeholders by answering questions and providing general information.
• Maintain a tidy, welcoming, and organized reception area.
• Ensure materials and resources are stocked and accessible.

E) Errands and Office Support

• Perform routine errands such as delivering documents or picking up supplies.
• Assist with inventory management and ordering office supplies.
• Support preparation of residence halls for key operations, including move-in.

F) Miscellaneous Tasks

• Perform other job-related duties as assigned to support the Residential Experience unit.
• Collaborate with team members to ensure efficient operations and a positive residential experience.

Knowledge, Skills, and Abilities Required

• Ability to understand and follow specific instructions, policies, and procedures.
• Proficiency in word processing and/or data entry with strong attention to detail.
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with Microsoft Teams or similar communication platforms.
• Ability to prepare and print routine correspondence, labels, and other basic written materials.
• Skill in operating basic office equipment (e.g., printers, copiers, scanners, multi-line phones).
• Strong written and verbal communication skills.
• Customer service skills with the ability to respond to inquiries in a professional and helpful manner.
• Organizational skills with the ability to manage multiple tasks and maintain accurate records.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work independently as well as collaboratively in a team environment.