"Viejas Arena Administrative Student Assistant"

Viejas Arena Administrative Student Assistant

Posted: 21-Jan-26

Location: San Diego, California

Categories: Other Staff/Administrative, Staff/Administrative

Internal Number: 6865833

GENERAL PURPOSE: Under the direction of the Office Coordinator assists with the administrative tasks of Viejas Arena and the Cal Coast Credit Union Open Air Theatre. The assistant will be expected to provide excellent customer service, help various staff members to accomplish their responsibilities, greet visitors, answer phones, and perform multiple levels of administrative tasks. This assistant will help with employee relations and various other professional functions.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

• Receives, screens, and refers telephone calls and visitors; provides answers confidently to callers and transfers/refers calls to appropriate staff or other departments while providing excellent customer service.
• Uses knowledge of office operations and activities to respond to inquiries and to assist callers
• Retrieve telephone messages and follows up with appropriate actions
• Provides exceptional customer service to those contacted in the course of work; and resolves routine customer service issues
• Assists with event announcement procedures; update info as needed
• Sets up and maintains files for the office's projects, paperwork and reports
• Heavy word processing load to include: memos, office forms, letters and reports
• Assist with maintaining ADP hours and report generation
• Assistance with marketing efforts (concert announcements, social media, maintaining database, advertising, special events, direct mail)
• Assists with routine administrative tasks including: organization of the front desk area; spreadsheets; operating copier/fax/computer equipment, deliveries, and other tasks/projects as assigned
• Assists with part-time paperwork, packets, scheduling interviews and phone calls
• Updates Google calendars periodically as needed
• Distributes paychecks to full time and part time employees

Administration

• Utilizes Google Email and Calendar
• Monitors area office supplies and sends orders as needed.
• Creates reports/presentations utilizing Windows, Microsoft Excel, Word and PowerPoint as required/needed
• Composes memorandums/letters as needed
• Creates/updates Assistant policies and procedures binder as needed
• 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
• Receptionist for the Arena Office; answer telephones, greet visitors, answer general questions regarding events at Viejas Arena and CCCU Open Air Theatre
• Comfortably interact with individuals of all professional levels

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 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

JOB REQUIREMENTS

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

Experience:

• Two years of experience in general office/clerical work preferred
• Proficiency in Microsoft Word and Microsoft Excel required
• One year of customer service experience required

Trainings:

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

PERFORMANCE EXPECTATIONS

• Speak clearly, distinctly and professionally on telephone and front desk encounters
• Constant attention to high level of customer service, including all aspects of service delivery such as appropriate phone etiquette (greeting, transferring calls, voice tone, and grammar), is a necessity
• 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 able to work with confidential items and understand the importance of confidentiality in project work
• Must be able to work well with different work styles
• Must be able to work efficiently with attention to detail, speed and accuracy and take initiative
• Must be able to work independently and on multiple projects

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
• Excellent writing and communication skills
• Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
• 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 handle multiple tasks simultaneously

SCHEDULE & WORKING CONDITIONS

• This is a part-time position with expected hours to be worked Monday thru Friday 10:00am - 4:00pm
• MUST also be available to work nights, weekends and holidays (dictated by events)
• Ability to work flexible hours when required
• MUST be able to work during breaks (spring, summer and winter)
• Additional hours available during semester breaks.

WORK ENVIRONMENT

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

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, including banker boxes and files. This person will also be making deliveries via foot around campus.

RELATIONSHIPS

Inside the Organization:

• Reports to the Finance Manager and Office Coordinator
• Works closely and collaborates with HR, Payroll & Benefits Manager, Payroll Coordinator and Payroll Assistant(s)
• Works closely with Viejas Arena Team; Box Office Managers, Operations Manager, Arena Managers and Arena Supervisors
• Works closely with the Events Manager and Event Supervisors
• Interacts with Office Supervisors/Payroll Liaisons

EMPLOYMENT CATEGORY: Range I, Step I - Starting Rate: $17.75 hour

BACKGROUND CHECK: A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.

To apply, visit https://apptrkr.com/6865833