Office Assistant - Aztec Recreation Center

Office Assistant - Aztec Recreation Center

GENERAL PURPOSE: Under the direction of the Office Coordinator, assists with the administrative and office duties of Aztec Recreation to include being courteous and pleasant at all times. They must provide excellent customer service to all internal and external customers. They must be aware of all current events and general information regarding Aztec Recreation. As receptionist, they receive visitors and answer the telephone. The Office Assistant will assist with filing, forms, office supplies, nametags, business cards and processing the daily distribution of incoming mail. Assists with special projects including department events, program assessment, benchmarking, etc. Office Assistant is responsible for upholding the Aztec Recreation mission and values of Wellness, Integrity, Safety, Service, Professionalism, Excellence, and Respect.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

• Greets, assists and directs guest entering the admin suite
• Manages incoming and outgoing phone calls including voicemail messages on a daily basis
• Under the direction of the Office Coordinator, assists with tracking completion of trainings to include A.S Safety Checklist, New Hire trainings, Gender Awareness Training, Anti- Harassment Training
• Supports the full-time staff and program assistants as needed with special projects
• Assists with part-time job recruitment postings, including documentation retention, collection of recruitment interview materials
• Assists with the data entry
• Assists other program areas with administration tasks
• Assists with conference room and AMC room set-up for meetings, etc.
• Assists in the planning, coordination and execution of Aztec Recreation staff gatherings etc., including room reservations, vendor coordination and set-up
• Assists with First Aid supplies and PPE inventory and tracking
• Assists with distributing group fitness schedules and assists with calling class participants if a last minute class cancelation arises
• Performs other administrative, office related duties, responsibilities and projects as assigned

Administration

• Monitors area office supplies and sends orders as needed with approval
• Maintains copier, printer and supplies
• Utilizes Google Email and Calendar
• Creates reports/presentations utilizing Windows XP, Microsoft Excel, Word and PowerPoint as required/needed
• Shredding as needed
• Ensures mandatory Labor Law postings are up to date in all facilities
• 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
• Greets and assists all customers with questions and/or comments in a timely manner
• If unable to assist, refers customer to someone who can
• Maintains positive and effective working relationships with all customers
• Informs supervisor of any customer issues

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 completion 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

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

• Students must be enrolled in at least half time units at SDSU (6 units undergraduate; 3 units graduate)
• International students must have full-time enrollment at SDSU (12 units undergraduate; 6 units graduate)
• Global Campus units do not meet the SDSU unit requirements.
• Must be in good academic standing
• Must be eligible to work in the United States
• Preferred candidate will be a returning student for at least one additional school year
• Preferred candidate will be available to work summer, spring & winter breaks

Experience:

• Previous office/administrative experience preferred.
• Proficiency in Microsoft Word and Microsoft Excel required
• Have excellent writing and communication skills

Trainings:

• Anti-Harassment training (must be completed with 30 days of hire)
• Workplace Violence Prevention Plan Training (Must be completed within 30 days of hire)
• Gender Awareness Training (Must be completed with 30 days of hire)

Certifications:

• Current American Red Cross CPR, AED & First Aid (or ability to obtain within first month of hiring)

PERFORMANCE EXPECTATIONS

• Must adhere to A.S work standards
• Must be punctual and regular in attendance: arrive on time and ready for the workday
• Must be aware of the current Aztec Recreation events.
• Must be self-directed
• Must be able to prioritize multiple simultaneous projects and work directly with program supervisors and coordinators
• Must be 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 professional and courteous at all times
• Must be able to work efficiently and show initiative
• Must be able to work independently and on multiple projects at once

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
• Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) Gmail, Google Calendar and ability to learn and utilize new software programs
• Ability to gather and organize data, draw logical conclusions and discern implications
• 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 prioritize workload
• Ability to handle multiple tasks simultaneously

SCHEDULE & WORKING CONDITIONS

This is a part-time (up to 20 hours/week), position with expected hours to be worked during business hours of Monday through Friday, 9:00 a.m. to 4:00 p.m. possible evening & weekend hours as needed. This is a year-round position. Must be available over the summer, some weekends, and academic breaks (spring and winter).

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. May assist with activities in the facility or on the fields.

RELATIONSHIPS

Inside the Organization:

• Reports directly to the Aztec Recreation Office Coordinator
• Assist Full-time employees and Program Assistants in the Aztec Recreation Center with various tasks and projects.