Scheduled Hours

37.5

Position Summary

The Office Assistant serves as the first point of contact for the Office of Residential Life, providing exceptional customer service to students, staff, and visitors. This individual must be comfortable dealing with a diverse client population that includes undergraduate and graduate students, their family members, as well as university administrators, and the general public.

The Office Assistant is responsible for the coordination and delivery of a full range of administrative services to the department. This position works to ensure excellent service is provided to campus partners including students, faculty, and staff; and that department goals are achieved. This position is a highly confidential assignment requiring the utmost respect and privacy. This position is responsible for managing front desk operations, including greeting and assisting visitors, and directing individuals to appropriate resources. The role also involves performing a broad range of administrative tasks, such as maintaining records, coordinating appointments, and supporting the office's daily operations.

The ideal candidate will exhibit strong organizational skills, professionalism, and a customer-focused approach, ensuring a welcoming and efficient environment for all.

Job Description

Front Desk Operation

• Serve as the first point of contact for inquiries from students and parents that come to Residential Life via email, phone, or in-person.
• Answer questions or direct inquiries to the appropriate individuals. Be knowledgeable about all areas of Residential Life.
• Assist Assistant Director for Housing Operations in supervising, supporting, and training student employees working to ensure smooth and efficient operations.
• Maintain and update training materials for student employees.

Central Administrative Responsibilities

• Provide administrative assistance and operational support to Residential Life.
• Assist Assistant Director for Housing Operations with processing transitional housing requests (early arrivals, late stays, academic break housing) from students.
• Assist Assistant Director for Housing Assignments with annual housing selection and renewal process.
• Receive packages and letter mail for the office.
• Provide assistance and act as liaison to student employees, Graduate Fellows, and other Residential Life departmental staff.
• Support department wide programs and activities.
• Maintain an out-of-office Outlook calendar for all central staff.
• Purchase and order office supplies for central staff members.

Marketing and Communications

• Assist with communications from various areas in Residential Life to ensure that websites, social media sites, digital displays in the residential areas, and other communications are up to date.
• Update Residential Life auto attendant when necessary.
• Create, maintain, and distribute Residential Life’s office contact list.

Process Maintenance Request Forms

• Receive and process Maintenance, Housekeeping, and Furniture Requests as they are received.

Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

No specific work experience is required for this position.

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

• 1-2 years previous experience in a similar role highly preferred.
• Knowledge of StarRez or other housing information system.
• Ability to interact with a diverse population of stakeholders including students, faculty, staff, and families.
• Ability to work with sensitive information and maintain high level of confidentiality by following FERPA, university, and department guidelines.
• Proficiency required in working with software programs including: Canvas, Microsoft Office (Word, PowerPoint, Excel, 365), Adobe Acrobat, etc.

Preferred Qualifications

Education:

Associate degree or combination of education and/or experience may substitute for minimum education.

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Accounting Information Systems, Computer Literacy, Confidentiality, Customer Follow-Ups, Customer Service, Database Software, Decision Making, Detail-Oriented, Fast-Paced Environments, Financial Systems, Higher Education Administration, Hospitality, Interpersonal Communication, Multitasking, Oral Communications, Problem Solving, Professional Etiquette, Proofreading, Reception Duties, Service Oriented, Social Interaction, Spreadsheets, Word Proccessing, Working Independently, Written Communication

Grade

G05-H

Salary Range

$17.03 - $24.61 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.