Description:
The Department Assistant provides essential support by handling front desk operations, customer service, and administrative tasks within the department. This role focuses on assisting students, faculty, staff, and the general public through phone, email, and in-person interactions.
Key Responsibilities:
- Provide customer service by greeting visitors, answering multi-line phones, and responding to emails in a timely and professional manner.
- Assist with scheduling appointments and managing calendars for faculty, staff, and students.
- Perform general administrative duties such as photocopying, filing, and data entry to maintain organized department records.
- Support coordination of departmental events, meetings, or workshops, ensuring smooth logistics and communication.
- Manage inventory of office supplies, reorder materials as needed, and track departmental resources.
- Troubleshoot basic office equipment and technical issues, such as scheduling software or audiovisual tools.
- Handle inquiries and unexpected situations, providing timely and effective solutions to keep operations running smoothly.
- Maintain confidentiality of sensitive department and student information.
- Uphold professional standards of dress, conduct, and behavior, especially during high-traffic or busy times.
Qualifications:
- Good communication and interpersonal skills, with strong phone etiquette.
- Must be able to understand and respect confidentiality requirements.
- Responsible, mature, neat in appearance, and have a congenial personality.
- Must be detail-oriented and able to work independently while completing assigned projects.
- Ability to function calmly in a fast-paced, busy environment with multiple phone lines and a steady flow of students and visitors.
- Knowledge of MS Word, Excel, Gmail, and Google Docs is preferred. Familiarity with department-specific software is a plus.
- Strong customer service and multitasking skills.
- Ability to collaborate with other team members to accomplish shared goals.
- Problem-solving skills to troubleshoot basic issues or direct inquiries appropriately.
- Professional appearance is required; specific dress code may vary by department.
PREFERRED: A.M. Shift (8:00 to 11:59 a.m.)