Under the direction of the A.S. Government Affairs Assistant Director, supervises and manages the operations of the Associated Students' third floor office suite in the Conrad Prebys Aztec Student Union. Assists with guest flow and the guest experience; provides supervision and specialized training to the front desk student assistant staff. Provides administrative support for day-to-day operations of the Associated Students suite. Assists with supporting the Government Affairs, Business Services and Union Programs & Services with payroll-related and other administrative tasks, as needed.
ESSENTIAL DUTIES & RESPONSIBILITIES
Oversees the operations of the front desk, including supervising the part-time front desk staff and serving as support to them
Ensures excellent customer service is being provided at the front desk, in-person, on the phone and through email inquiries
Orders supplies for the A.S. suite, including name tags, business cards, and copier supplies
Collaborates and assists Business Services with student organization accounting and banking; trains and informs student organizations at the front desk about student organization funding, reimbursement, and payment processes
Oversees machine maintenance (copier, printer and date/time stamp)
Places work orders for the Government Affairs, Business Services and Union Programs and Services, including building, telephone/network and IT work orders
Performs routine typing of correspondence, spreadsheets, and documents
Receives, screens, routes and distributes incoming mail to A.S. departments and building partners
Assists with routine administrative tasks including: organization of the front desk area; operating copier/fax/computer equipment, deliveries, and other tasks as assigned
Assists in phone calls, scheduling all appointments on the web calendar, obtaining and disseminating information is requested
Ensures pamphlets, forms, and office supplies are readily available within the office suite
Manages Pepsi allocation for the organization
Manages reservations for the Government Affairs Conference Room
Ensures the organization and cleanliness of the A.S. office kitchen and Government Affairs storage spaces
Provides administrative support to the A.S. Government Affairs Assistant Director and A.S. Government Affairs department
Acts as a resource to the A.S. Government Affairs Assistant Director, Government Affairs and Communications Director, A.S. officers and members of A.S. government leadership
Assists the Government Affairs staff and A.S. student leaders in the running of Government Affairs programs, meetings and events, including member orientation and managing the master roster for A.S. boards, committees, and commissions
Assists with preparation and transcription of correspondence, minutes, reports and agendas, as needed
Maintains effective communications and working relationships with all A.S. student leadership
Serves as a Payroll Liaison for the A.S. Suite, which includes Government Affairs, Business Services and Union Programs & Services, conducting the final review for accuracy of all payroll and personnel transactions prior to their submission to Payroll. Completes onboarding for all new hires including paperwork and ensuring required trainings are provided
Serves on the following committees: Office Supervisors/Payroll Liaisons, Computer Roundtable; A.S. Diversity, Equity and Inclusion Committee; and the A.S. Employee Relations Committee, and A.S. Scholarships Review Committee
Minimum & Preferred Requirements
Four year degree from an accredited college or university preferred
Three years of experience in general office administrative work, with two years in a supervisory position required
Capable of maintaining positive working relationships with staff, University, customers and vendors
Must be able to exercise tact and exhibit sound professional judgment. Expertise in handling emergency situations with composure
Strong organizational skills required. Must be able to follow oral and written directions and follow projects through to completion
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
Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
Ability to gather and organize data, draw logical conclusions and discern implications
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
Starting range: $23.25 - $25.48 per hour
SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position with expected hours of Monday through Friday, 8 a.m. to 4:30 p.m.
WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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.
Inside the Organization:
Reports to the Government Affairs Assistant Director
Supervises student employee front desk office assistants
Works closely and collaborates with Office Supervisors and Payroll Liaisons
Works closely with Union Programs & Service and Business Services
Works close with A.S. Executive Officers and A.S. student leaders
Supports and interacts with Executive Director, Human Resources Director, Finance Director and Director of Facilities & Sustainability
Outside the Organization:
University departments to include: Student Affairs, including Student Life & Leadership, SDSU Business & Financial Affairs, SDSU Environmental Health & Safety, SDSU Police Department, SDSU Facilities Services and Aztec Shops
Contractors, vendors and professional organizations
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this 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.
Founded in 1897, San Diego State University is a public institution of higher education located in southern California. SDSU is the oldest and largest university in San Diego and the third largest in the state. SDSU continues to gain recognition as a leader in higher education.Join SDSU and make a difference through meaningful work that contributes to knowledge and provides rich opportunities for students. The dynamic synergy between SDSU and the San Diego region furthers SDSU's excellence and global impact. Every member of our team can proudly proclaim, "I Am SDSU."In addition to SDSU, three not-for-profit auxiliary employers operate to provide services for the University. The SDSU Research Foundation furthers the educational, research and community service mission of SDSU. Aztec Shops provides a diverse portfolio of products and services including operation of the SDSU Bookstore, SDSU Dining, and management of commercial and real estate properties surrounding the campus. Associated Students of SDSU is a student-directed organization that manages programs and facilities enjoyed by students, faculty, staff, and the community-at-large.