Admin Assistant for Student Union and Campus Recreation (Administrative Asst I) , Union and Involvement Services

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September 14, 2021

This position reports directly to the Executive Director for the Student Union and Campus Recreation. This role will have a shared responsibility with other Union and Involvement Services and Campus Recreation staff members for the efficient, safe, and effective functioning of both areas.  It will work collaboratively with staffs in both departments to provide excellent, thorough assistance to ensure quality customer service for students, faculty, staff and community members.  The majority of the functions of this position are performed in an office environment based in the Student Union; however, time will be spent in Campus Recreation Center as well. This is a twelve month, full time position.

Administrative:

  • Facilitates safe and effective daily operations using detailed processes and regular communications.
  • Transcribe letters, memos, meeting minutes and reports as necessary;
  • Assist with communication between internal and external clients in order to most appropriately address needs;
  • Create routine responses to general correspondence;
  • Serve as a campus point of contact for campus reservation software, Event Management Software (EMS);
  • Provide support for campus reservations;
  • Prepare and send daily campus reservation reports to a variety of campus constituents;
  • Contact and track groups when room/space violations occur;
  • Coordinate building opening and closing year-round (in EMS and physical signs);
  • Create and maintain processes and policies related Lost and Founds and locker rentals;
  • Schedule meetings, as needed, for the Professional Staff;
  • Attend appropriate meetings on behalf of the Departments;
  • Identify and address system problems in a timely manner;
  • Develop relationships with other campus offices;
  • Work with appropriate staff to compile semester and annual utilization reports;
  • Perform routine assignments and special projects as assigned by the Executive Director of Student Union and Campus Recreation;

Budgetary:

  • Process budget requests through requisition creation, submission, approval, and purchase completion;
  • Prepare and make daily/weekly cash deposits; maintain deposit records; prepare invoices and back charge forms;
  • Maintain relationship with Business Office on behalf of the purchasing and financial support needs of the department;
  • Track budgetary information on a shared ledger updated monthly;
  • Process travel expense reimbursements;
  • Maintain historical documentation of all financial paperwork in order to recall prior requisition information;
  • Support payment of outstanding contracts by preparing check mailers;
  • Order office supplies and equipment as necessary;
  • Ensure staff is trained on appropriate cash handling responsibilities;

Supervision:

  • Assist, as deemed appropriate, with the hiring, selection, training and evaluation of student employees;
  • Provide support and daily supervision to students;
  •  Provide effective leadership, mentoring and empowerment for student staff;
  • In the Union, work directly with Student Office Manager to ensure: appropriate scheduling of student employees, office is organized efficiently, and cleanliness of space is maintained;
  • Provide support for students that assist with Organizational Billing;
  • and other related duties as assigned by the supervisor;

Union Specific:

  • Maintain annual calendar for Student Union and building partners (Sodexo, Bookstore, etc.);
  • Work closely with contracted services located in the Student Union assisting with scheduling needs and budget processing as needed;
  • Assist in client communication for VIP/Special internal clients (President’s office, Advancement, etc.) for special requests;
  • Supervise billing for student organization copier usage and room charges in the Student Union;

Campus Recreation Specific:

  • Maintain and update daily access databases for user access by interacting regularly with ITS, ID office and Human Resources;
  • Provide Professional Staff counts for building usage;
  • Maintain and update daily facility membership records

 DUTIES AND RESPONSIBILITIES SHARED WITH ALL STAFF MEMBERS:

  • Provide a welcoming environment for all customers in the respective office areas; Engage in professional development to remain up-to-date and to network;
  • Manage resources wisely;
  • Understand the visions of the University, Student Affairs, Union and Involvement Services and Campus Recreation and work toward the achievement of related goals;
  • Keep current on legal and ethical considerations;
  • Understand and advocate for the needs of diverse student populations;
  • Comply with departmental policies and expectations;
  • Demonstrate excellent interpersonal, written, oral, and presentation communication skills;
  • Model professional behavior for student staff, external constituencies, and clients; and
  • Strive to ensure that the needs of colleagues, clients, and visitors are met in a timely, courteous, and competent manner.

 ESSENTIAL FUNCTIONS:

  1. Must be able to occasionally lift and/or move up to 25 pounds.
  2. Must be able to communicate by telephone on a daily basis.
  3. Must be able to operate computers, copy machines, and other standard office equipment.
  4. Must be able to handle multiple and complex tasks simultaneously.
  5. Must be able to communicate through direct contact on a daily basis.
  6. Must be able to perform basic mathematical functions.
  7. Must be able to prepare and understand basic statistical reports.
  8. Must be able to work with university hardware and software as needed.

 Required Qualifications:

  • A high school diploma or an equivalent combination of education and experience from which comparable knowledge, skills and abilities can be acquired
  • Excellent computer, oral and written communication, interpersonal and customer service skills
  • Strong organizational and problem solving skills. 
  • Accuracy, dependability, self-motivation, and a strong desire to provide quality service to all constituencies are essential. 
  • Demonstrated ability to learn software programs quickly
  • Demonstrated ability to adapt quickly to changing circumstances and effectively return to work previously in progress.
  • Proficiency with Microsoft Office Suite and attention to detail are required skills.

Preferred Qualifications:

  • Earned Bachelor’s degree or coursework beyond high school;
  • 2 or more years full time professional experience
  • Scheduling software experience (i.e. EMS)
  • Previous work experience in building operations;
  • Experience working with multiple clientele in a fast-paced environment

TO APPLY:

Applicants should submit a cover letter specifically addressing how the candidate meets the qualifications as outlined in the posted description, a resume, completed staff application, transcripts, and contact information for three professional references online at employment.truman.edu or by mail to:

Truman State University
Human Resources MC 101
100 E. Normal Ave.
Kirksville, MO 63501

Questions may be directed to Human Resources at 660-785-4031 or hrstaff@truman.edu.  Final candidates will be expected to undergo and successfully pass a background check.

Review of applications will begin September 28, 2021, and continue until position is filled.

Truman State University is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities, and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, Truman does not discriminate on the basis of age, color, disability, national origin, race, religion, sex (including pregnancy), sexual orientation, or protected veteran status in its program or activities, including employment, admissions, and educational programs. Inquiries may be directed to the Institutional Compliance Officer, 660-785-4354 and titleix@truman.edu.

Truman State University is committed to providing reasonable accommodation to qualified individuals with disabilities upon request. To request this document in an alternate form or to request an accommodation, please contact Human Resources, McClain Hall 101, 100 E. Normal, Kirksville, MO 63501, 660-785-4031 or hrstaff@truman.edu.

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