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Office Administrator

Employer
University of San Francisco
Location
California, United States
Salary
Salary Not specified
Closing date
Sep 19, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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Office Administrator
University of San Francisco

R0004467
Orange County Campus

Job Title:
Office Administrator

Job Summary:
The Orange County Campus Office Administrator provides operational, administrative, and project support to the Orange County Campus Director and staff, as well as faculty and staff affiliated with the Sport Management program there.

The Office Administrator is responsible for a broad range of administrative duties, including but not limited to, cleaning, database management, facilities management, and customer service for current and prospective students, faculty, staff, and alumni. This individual will also assist with admission and enrollment services for students and their families, as well as event coordination.

The Orange County Campus Office Administrator reports to both the Orange County Campus Director and the Associate Director of the Master of Arts in Sport Management program (Orange County).

Full Job Description:

Campus Support (50% of time)
  • Provides primary reception functions, including answering phones, greeting visitors, scheduling appointments, checking and routing mail, and other duties as assigned;
  • Responsible for cleaning, set up, and maintenance of all campus spaces, equipment, and supplies -- these duties include cleaning whiteboards, chairs, tables, and podiums; stocking rooms with supplies; making sure fans and lights are working properly; etc.;
  • Maintains and monitors inventory of marketing, classroom, and office supplies;
  • Prepares and processes supply orders for campus;
  • Coordinates repair and maintenance work;
  • Assists students and faculty with classroom equipment (e.g., computers, speakers, projector, etc.), troubleshoots technology issues, and supervises equipment reservations;
  • Monitors classroom availability and schedules (program/course/day/classroom);
  • Prints and posts class schedules daily, and sends weekly schedule to property management;
  • Refers students and faculty to appropriate departments or people for assistance that campus staff cannot provide;
  • Monitors and posts items to campus bulletin boards;
  • Participates as an active team member in terms of meeting the enrollment goals for the campus;
  • Provides general program information to prospective students and visitors;
  • Receives, reviews, responds and/or redirects phone, email, or in-person messages as appropriate;
  • Collects statement of interest (SOI) data and enters information in enrollment systems;
  • Develops mailing lists of alumni, community partners, and other patties, and helps coordinate direct mail campaigns;
  • Assists with processing and filing application-related documents;
  • Schedules appointments with new faculty to provide site orientation and complete I-9 documentation to submit to Human Resources;
  • Assists faculty with facilities and technology requests;
  • Schedules requests for faculty office usage;
  • Assists with campus orientations, information meetings, campus social events, and all other events;
  • Helps to create, plan, and execute events on and off campus;
  • Orders catering, sets up events, cleans up, etc.
  • Maintains records of student-related activities;
  • Assists campus director with student and faculty lists;
  • Assigns and monitors access for students, faculty, and staff;
  • Creates and updates in-house and other forms as needed;
  • Provides administrative support for campus staff;
  • Actively participates in regularly scheduled team meetings;
  • Contributes to social media and marketing campaigns; and
  • Other duties as assigned.


Sport Management Program Support (50% of time)
  • Provides administrative support to faculty, staff, and students;
  • Serves as a campus liaison to students and faculty members;
  • Provides office coverage on the nights that Sport Management holds classes and at Sport Management events;
  • Assists with the development and implementation of the current fiscal year's student recruitment/outreach and marketing plans;
  • Attends off-campus admission recruiting events
  • Assists with prospective email and text communications;
  • Works directly within enrollment management software (Slate) to conduct application outreach and manage inquiries made via external marketing partners;
  • Conducts weekly phone calls with prospective students and unsubmitted applicants;
  • Manage all Sport Management program events on the USF website and Slate platforms;
  • Create and update student employment job postings and verifications via Workday;
  • Assist with student registration and maintaining academic records;
  • Responds to phone calls and emails from prospective students and current students, alumni, and industry partners;
  • Assists in the publication and distribution of the bi-annual program newsletter;
  • Coordinates and organizes special events such as the new student orientation and various alumni socials;
  • Creates outgoing email communications, internship, and job postings utilizing BeePro; and
  • Performs other duties as assigned by the Associate Director for the Master of Arts in Sport Management program (Orange County).


Position Qualifications

Associate's degree and equivalent work experience. Bachelor's degree preferred. Three years of administrative office experience, preferably in an academic environment. Exceptional customer service experience required. Excellent organizational, interpersonal, and oral/written communication skills. Some marketing and sales experience is helpful. Proficiency in Google Suite, particularly Google Calendar, Google Docs, Google Sheets, Google Slides, etc.. Proficiency in Microsoft Office Suite, particularly to create, revise, and manipulate documents in Word, Excel, and Powerpoint. Ability to work independently, establish priorities, and meet deadlines. Ability to analyze and interpret data. Proven ability to work effectively as a team member and with a diverse community. Ability to work some evenings and weekends. Willingness and knowledge to troubleshoot minor technology issues. Ability to lift 30+ pounds, be able to sit and/or stand for long periods of time, bend, and clean and move furniture around. An understanding of and commitment to support the University of San Francisco's mission, vision, and values.

Full-Time/Part-Time:
Full time

Pay Rate:
Hourly

To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/Orange-County-Campus/Office-Administrator_R0004467.

The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit http://www.usfca.edu.



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