"Office Associate"

Position Title:

Office Associate

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Department:

Business Services

Position Summary Statement

Under the general supervision of the Controller, this position provides professional front desk operational support and office management for Business Services. Operational support includes greeting and assisting customers, routing information/documents received to appropriate staff, organizing meetings, collecting and distributing mail, and logging and imaging documents. Office management includes maintaining current knowledge of office equipment functionality, maintaining supplies, key and equipment inventories, making purchases, maintaining the front desk reception area, and supporting the unit in records retention efforts.

Physical Demands

• Ability to sit for extended periods of time.

Working conditions and environment

Normal working hours are 7:45 a.m.–4:30 p.m., Monday through Friday.

The review of applications starts on January 27, 2026. Applications received on or before January 27th are prioritized and review will continue until the position(s) is/are filled.

Key Job Responsibilities

Office Management

• Draft, review, and recommend operating procedures for operational support and office management.
• Maintain clean and organized office areas, contacting Custodial Services as needed for non-routine cleaning needs.
• Ensure that all documents are secured at the front desk on a nightly basis.
• Develop and maintain an understanding of office equipment's general features and operating tasks and convey this knowledge to other staff.
• Initiate work orders for repair and maintenance of equipment.
• Maintain an inventory of office equipment, supplies, and keys.
• Monitor office supply levels and follow procedures for ordering supplies.
• Assist staff with the processing of records retention materials.

Operational Support

• Respond to all inquiries (including phone calls, voicemails, faxes, emails, and walk-ins) promptly and professionally, serving as the front-line contact for the unit.
• Provide information to customers using professional judgment to determine appropriate responses to inquiries.
• Maintain shared email accounts, route messages via email or ticketing system, and refer staff to assist customers.
• Maintain shared and meeting room calendars.
• Schedule and coordinate meetings by reserving conference rooms, organizing agendas, and recording minutes.
• Set up and maintain email distribution groups and send correspondence.
• Assist with website updates, including reviewing webpages, working with staff to make sure information is current, and working with University Marketing & Communications to implement website template changes.
• Image documents efficiently and manage the department’s document storage systems.
• Record and distribute checks, following documented procedures to ensure the security of checks.
• Record the receipt of all checks and forms in a timely fashion.
• Review, sort, and distribute incoming mail.
• Support purchasing processes for the unit, initiating requisitions and other orders.
• Train new staff on basic department and university policies and procedures.
• Assist unit leadership with gathering and compiling information as requested.
• Organize and manage electronic file storage on SharePoint.
• Manage divisional social media presence and outreach.
• Track unit projects and provide updates on their status.
• Enter data and maintain databases for unit processes.
• Coordinate information for digital signage.
• Provide secondary operational support for the Administration & Finance Office and the Budget Office.

Compensation

$18.00 / Hour

Required Qualifications

• An associate degree in business administration or relevant experience.
• Demonstrated ability to communicate clearly, respectfully, and effectively in face-to-face, oral, written, and electronic forms.
• Demonstrated experience in the use of software, including Microsoft Office, email, and electronic calendars.
• Excellent communication skills.
• Strong organizational and time management skills.
• Attention to detail.
• Ability to work independently, as well as function effectively in a team and with diverse groups.
• Ability to exercise independent judgment in complex and new situations.
• Ability to use discretion and good judgment regarding confidential information.
• Ability to multi-task and manage multiple concurrent projects while meeting strict deadlines.
• Knowledge of modern office practices, including the use of office equipment.

Preferred Qualifications

• Three years of office or administrative work experience.
• Work experience providing excellent customer service.
• Work experience in a higher education setting.
• Knowledge or experience with Perceptive Content, Qualtrics, Visio, and SharePoint.

How to Apply

Required application documents: Cover letter, Resume / CV

TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed ‘First Review Date’.