Office Associate

Requisition ID: req3252

Job Title: Office Associate

Department: Student Advocacy Center

Location: Columbus Campus

Employment Type: Staff

Employment Status: Part-Time Professional

Bargaining Unit: Non-Bargaining Unit

FLSA Status: Non-Exempt

Compensation Type: Hourly

Compensation Range: 15.75 - 15.75

Schedule: Monday - Friday between 8:00 am -6:30 pm, and 9:00 am – Noon one Saturday a month

Job Description:

POSITION SUMMARY
The Office Associate for the Student Advocacy and Financial Stability provides general administrative, clerical, and front desk support of the Advocacy Resource Center and the department. The incumbent greets students, staff, faculty, or visitors; provides routine information or minor interpretations of policies and procedures; answers the telephone in a professional, service-oriented manner, routes calls and/or takes messages. This role utilizes basic or advanced office and research skills, depending upon position assignment and skill level demands. This position provides administrative support services for the Administrator and staff of Student Advocacy and Financial Stability and the external partners housed in the ARC, and assists with communication, marketing, and outreach activities.

ESSENTIAL FUNCTIONS OF THE JOB

Clerical
Provides administrative and clerical support to Administrator and staff of Student Advocacy and Financial Stability which may include scheduling and confirming appointments. Maintains and sets up a filing system that is virtual and physical. Files, organizes and cross-indexes files. Completes and processes forms, records, and other documents in accordance with established procedures. Organizes the ordering and storing of supplies as needed. Assists the department in scheduling meetings, including invitations and room/resource scheduling.

May be assigned to originate correspondence on behalf of Administrator and maintain signature authority on delegated routine matters. Maintains confidential or sensitive records and information.

May be assigned to originate correspondence on behalf of Administrator and maintain signature authority on delegated routine matters. Utilizes student information system and other computer systems/software to access and enter student information, to log documents and other information, to perform data entry, to develop and maintain departmental forms, resources, correspondence, records, statistics, reports, and to complete other projects and other job functions. Completes and processes forms, records, and other documents in accordance with established procedures.

Customer Service
Provides customer services for the Student Advocacy and Financial Stability department including students, the general public and others by furnishing and obtaining information, resolving routine problems, assisting with procedures, processes and requirements, and performing other customer service responsibilities as necessary.

Maintains exceptional public relations and customer service to the general public, students, faculty, staff, and others. Greets and routes students and other visitors to the appropriate place, answers telephone, routes calls, takes messages, and provides general information about the department. Assists with setting up interviews and provides applicant information to the program hiring using Cornerstone. Utilizes critical thinking, problem-solving, and experience with student issues to assist in proactively addressing potential student concerns, identifying potential barriers, and making appropriate referrals within student advocacy and financial stability, and other campus and community resources.

Provides assistance with the department work-study students to help cover projects needed to be completed within the department. Communicate with leadership and staff regarding messages and student questions in a timely manner.

Diversity, Equity, and Inclusion
Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and members of the community.

OTHER DUTIES & RESPONSIBILITIES
Executes multiple assignments of varying complexity while meeting federal as well as internal regulations and procedures, with the ability to adapt to changing needs of the College and business partners.

CORE COMPETENCIES
Professionalism, Managing Work, Continuous Improvement, Customer/Student/Employee Focus, Collaboration, Valuing Differences, Positive Approach, Quality Orientation, Work Standards, Communication, Planning and Organizing, and Adaptability

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: standard office procedures and practices; office administration; business English word usage, spelling, sentence structure, and punctuation; business and legal formats. Microsoft Office Suite and videoconferencing platforms.

Skill in: excellent verbal and written communication; organization; customer service; conflict resolution; standard business correspondence inclusive of proofreading; application of job software including word processing and spreadsheets; customer service; office organization; creating functional report formats; verbal and written communications; performing mathematical calculations including addition, subtraction, multiplication, decimals, percentages, and fractions.

Ability to: develop and maintain effective working relationships with associates, leaders, vendors, students, telephone users, and the general public; maintain confidential and sensitive information; use good judgment; perform complex tasks and prioritize multiple projects; effectively communicate information in oral and written forms; listen and participate in collaborative work; develop and maintain effective working relationships with colleagues and stakeholders across the College; effectively work with persons of varying cultures and diversity; problem solve effectively; exhibit a pleasant public manner and telephone etiquette;
originate correspondence; work independently.

PHYSICAL REQUIREMENTS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description. The employee regularly exhibits digital dexterity when entering data into a computer, frequently sits for extended periods of time, and occasionally stands and walks. The employee occasionally reaches with hands or arms and stoops, kneels, crouches, or crawls. The employee converses verbally with others in person and by telephone. Vision demands include close, detailed vision when focusing on a computer screen. The employee occasionally lifts or exerts force up to 30 pounds.

MINIMUM QUALIFICATIONS
High School Diploma or GED. One (1) year experience in a customer service position, with general computer skills using job-related word processing and spreadsheet software. Previous experience with New Student Orientation.

State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s).