Office Assistant - Aztec Recreation Center

GENERAL PURPOSE: Under the direction of the Office Coordinator, assists with the administrative and office duties of Aztec Recreation to include being courteous and pleasant at all times. They must provide excellent customer service to all internal and external customers. They must be aware of all current events and general information regarding Aztec Recreation. As receptionist, they receive visitors and answer the telephone. The Office Assistant will assist with filing, forms, office supplies, nametags, business cards and processing the daily distribution of incoming mail. Assists with special projects including department events, program assessment, benchmarking, etc. Office Assistant is responsible for upholding the Aztec Recreation mission and values of Wellness, Integrity, Safety, Service, Professionalism, Excellence, and Respect.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

Greets, assists and directs guest entering the admin suite
Manages incoming and outgoing phone calls including voicemail messages on a daily basis
Under the direction of the Office Coordinator, assists with tracking completion of trainings to include A.S Safety Checklist, New Hire trainings, Gender Awareness Training, Anti- Harassment Training
Supports the full-time staff and program assistants as needed with special projects
Assists with part-time job recruitment postings, including documentation retention, collection of recruitment interview materials
Assists with the data entry
Assists other program areas with administration tasks
Assists with conference room and AMC room set-up for meetings, etc.
Assists in the planning, coordination and execution of Aztec Recreation staff gatherings etc., including room reservations, vendor coordination and set-up
Assists with First Aid supplies and PPE inventory and tracking
Assists with distributing group fitness schedules and assists with calling class participants if a last minute class cancelation arises
Performs other administrative, office related duties, responsibilities and projects as assigned

Administration

Monitors area office supplies and sends orders as needed with approval
Maintains copier, printer and supplies
Utilizes Google Email and Calendar
Creates reports/presentations utilizing Windows XP, Microsoft Excel, Word and PowerPoint as required/needed
Shredding as needed
Ensures mandatory Labor Law postings are up to date in all facilities
Delivers documents to University departments as well as other A.S. departments

Customer Service and Collaboration

Establishes and maintains working relationships with various A.S. and University departments
Greets and assists all customers with questions and/or comments in a timely manner
If unable to assist, refers customer to someone who can
Maintains positive and effective working relationships with all customers
Informs supervisor of any customer issues

Safety

Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
Adheres to Associated Students' Code of Safe Practices
Reports accidents to supervisor and reviews changes required to avoid reoccurrence Ensures completion proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor
Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

Students must be enrolled in at least half time units at SDSU (6 units undergraduate; 3 units graduate)
International students must have full-time enrollment at SDSU (12 units undergraduate; 6 units graduate)
Global Campus units do not meet the SDSU unit requirements.
Must be in good academic standing
Must be eligible to work in the United States
Preferred candidate will be a returning student for at least one additional school year
Preferred candidate will be available to work summer, spring & winter breaks

Experience:

Previous office/administrative experience preferred.
Proficiency in Microsoft Word and Microsoft Excel required
Have excellent writing and communication skills

Trainings:

Anti-Harassment training (must be completed with 30 days of hire)
Workplace Violence Prevention Plan Training (Must be completed within 30 days of hire)
Gender Awareness Training (Must be completed with 30 days of hire)

Certifications:

Current American Red Cross CPR, AED & First Aid (or ability to obtain within first month of hiring)

PERFORMANCE EXPECTATIONS

Must adhere to A.S work standards
Must be punctual and regular in attendance: arrive on time and ready for the workday
Must be aware of the current Aztec Recreation events.
Must be self-directed
Must be able to prioritize multiple simultaneous projects and work directly with program supervisors and coordinators
Must be capable of maintaining positive working relationships with staff and customers
Must be able to exercise tact and exhibit sound professional judgment
Strong organizational skills required. Must be able to follow oral and written directions and follow projects through to completion
Must be professional and courteous at all times
Must be able to work efficiently and show initiative
Must be able to work independently and on multiple projects at once

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) Gmail, Google Calendar 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
Ability to prioritize workload
Ability to handle multiple tasks simultaneously

SCHEDULE & WORKING CONDITIONS

This is a part-time (up to 20 hours/week), position with expected hours to be worked during business hours of Monday through Friday, 9:00 a.m. to 4:00 p.m. possible evening & weekend hours as needed. This is a year-round position. Must be available over the summer, some weekends, and academic breaks (spring and winter).

WORK ENVIRONMENT The 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. May assist with activities in the facility or on the fields.

RELATIONSHIPS

Inside the Organization:

Reports directly to the Aztec Recreation Office Coordinator
Assist Full-time employees and Program Assistants in the Aztec Recreation Center with various tasks and projects.

Office Assistant - Aztec Recreation Center

San Diego State University

San Diego, CA, USA