Staff Assistant III

Overview

Incumbents in the Staff Assistant III position perform a variety of administrative support and/or secretarial duties for the Taggart Student Center Department. The Staff Assistant III provides primary administrative support to the Taggart Student Center Director. The Staff Assistant III also provides some assistance to team supervisors, full-time and hourly employees.

Responsibilities

Administrative Support:

• Greets and directs visitors.
• Performs office duties, including answering phones and emails, sorting and distributing mail, and other general duties as assigned.
• Provides administrative support including maintaining/ordering supplies and coordinating meetings. Arranges maintenance of office equipment such as department printer/copier and computers.
• Serves as a liaison with other departments concerning building operations including advertising, maintenance, and custodial talks.
• Composes and word-processes various standard documents, correspondence, and reports.
• Assists the Director with meeting agenda preparation and minutes.
• Assists Director with the planning of department employee recognitions, birthdays, and department parties/retreats
• Performs other administrative support and job-related duties as assigned.

HR/Onboarding/Offboarding:

• Assist the Director and Supervisors with hiring processes including posting open positions to Aggie Handshake and iCIMS
• Conducts department onboarding and offboarding process with employees
• Assist the Director with maintaining department job descriptions.

Advertising:

• Manages advertising content on digital signage in the building using BrightPlayer
• Oversees the usage of wires in building for hanging temporary signage.
• Oversees the usage of advertising tables and easels and bulletin boards in building.

Work Orders:

• Assists building residents with submitting maintenance service requests into work order management tool.
• Manages the work order management tool.

Department Finances

• Processes receipts from purchases made using department P-Cards.
• May work with Director, Supervisors and Business Services Team on financial and business-related matters such as large purchases, budget, personnel, etc.

Building Access:

• Submit key and prox card requests
• Manage the KeyWatcher system for building key assignment, tracking, and reporting
• Conduct regular inventories of department keys in KeyWatcher system.
• Conduct annual inventory of keys as requested by Facilities.
• Conducts regular inventor of keys issued by department.

General Functions:

• Participates in trainings as assigned
• Provides guests, customers, students and employees with directions, general information and assistance as requested.
• Practices and promotes continuous improvement of environmental and safety practices.
• Follow and initiate all building procedures in the event of an injury, emergency or evacuations.
• Follow all building policies and procedures as identified in the Taggart Student Center Policy.
• Performs all other functions as assigned by the Director.

Qualifications

Minimum Qualification:

• Four years of related experience; or an associate degree/technical training plus two years of experience; or a bachelor's degree is required.

Preferred Qualification:

• Understanding of University organizational structure, policies, functions and processes,

Knowledge, Skills, Abilities

• Excellent customer service skills.
• Skilled with computers and related software.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.

Required Documents

Along with the online application, please attach:

Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV” 

Cover letter to be typed/pasted at the end of your application 

Please answer the following screening questions: 

Do you have four years of related experience; or an associate degree/technical training plus two years of experience; or a bachelor's degree?

Please briefly describe your experience and or education. Please include the number of years of experienc