Office Assistant, UMKC Undergraduate Advising
Hiring Department
Roo Advising is UMKC’s centralized advising department for undergraduate students. Roo Advising is a proactive, personalized, and comprehensive advising experience designed to ensure students understand the requirements for their chosen degree programs and have a clear path to graduation.
Job Description
The Office Assistant position is part of a larger team of office support for Roo Advising. The team includes this position, a second Office Support Assistant designated as Front Desk Specialist, 12 student workers, and graduate assistants.
The successful applicant will prioritize positive relationships and service to students, staff, faculty, parents and families and our community. In addition, the applicant will have a strong commitment to professional development, utilizing the resources and programming made available to continue to build skills and gain knowledge related to this career path. Lastly, the Office Support Assistant will live UMKC’s Culture of Care and uphold our Statement of Values and established service standards through their interactions not only with students but by extension to all members of our UMKC Community.
Responsibilities include, but are not limited to:
- Delivering an exceptional customer service experience and upholding departmental service standards.
- Fostering an inclusive atmosphere in a dynamic office that supports the success of students, academic advisors, and student workers.
- Maintaining confidentiality of student and employee records and related processes
- Assisting with HR-liaison functions including preparing and coordinating applicant reviews, interviews, and eHR file submission as requested.
- Assisting with new hire on-boarding including Campus ID, key card access, technology equipment, business cards, nametags and phone and office set-up.
- Preparing vouchers, reports, spreadsheets and travel forms as requested.
- Event planning, including managing room reservations, meeting invitations, correspondence, catering and related purchases as requested.
- Coordinating conference registration, memberships and travel arrangements as requested.
- Maintaining and ordering supplies and office equipment for all Roo Advising staff; includes account reconciliation.
- Managing and updating Roo Advising website
- Creating departmental marketing materials such as flyers, table tents, and e-signs.
- Filing and following up on campus facilities requests.
- Assisting with student check-in in assigned office location and in other locations as needed to ensure appropriate coverage.
- Assisting with outreach campaigns and tabling events.
- Creating and updating content for Roo Advising Pocket Guide for all areas of responsibility.
- Special projects and other duties as assigned.
Good communication, time management and organizational skills are essential to this position and will be a primary consideration in hiring.
Shift
The Office Assistant must be available to work in person Monday through Friday from 8am-5pm. Summer Orientation during the months of June and July may require occasional weekend work on Saturdays.
Minimum Qualifications
High school diploma or equivalent and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary
Preferred Qualifications
- Associate’s or bachelor’s degree
- Work experience in higher education
- Work experience with students and student records and processes
- Work experience of supervising others
- Knowledge of human resources and equal opportunity employment practices
- Proficient knowledge of PeopleSoft, Starfish, SLATE, Adobe, Cascade, and Microsoft Office including Teams, Excel, Word, and Outlook.
- Willingness to learn new programs and procedures
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