Job description

Priority consideration deadline is Friday, August 19, 2022.

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 specialized training of the front desk student assistant staff and supervises the student staff. Provides administrative support for day-to-day operations of the Government Affairs department and assists with supporting the Business Services and Union Programs & Services with administrative tasks, as needed.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

• Oversees the operations of the front desk, including supervising the student employee 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 entire 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
• Ensures machine maintenance (copier, printer and date/time stamp)
• Places work orders for the Government Affairs, Business Services and Union Programs & 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 on the following committees: Office Supervisors/Payroll Liaisons, Computer Roundtable; A.S. Diversity, Equity and Inclusion Committee; and the A.S. C.A.R.E. Committee, and A.S. Scholarships Review committee

Minimum & Preferred Requirements

Education:

• Four year degree from an accredited college or university preferred

Experience:

• Three years of experience in general office administrative work, with two years in a supervisory position required

Trainings:

• Sexual Harassment Prevention for Supervisors
• Data Security & Privacy

Must comply with SDSU COVID-19 vaccine policies and procedures.

PERFORMANCE EXPECTATIONS

• 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

COMPENSATION

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 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, including banker boxes and files.

RELATIONSHIPS

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:

• Student Organizations
• 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

EMPLOYMENT CATEGORY: Full-Time, Non-Exempt, Hourly, Grade 5

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.

Job Type: Full-time

Pay: $23.25 - $25.48 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• San Diego, CA 92182: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: One location

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