Office Assistant III
Office Assistant III
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Job Description
Position Summary
The Office Assistant III provides comprehensive administrative and operational support across various areas within The School of Hospitality Business. This role involves tasks related to human resources finance event coordination academic services career services and general administrative functions. The position requires strong organizational skills attention to detail and the ability to independently make decisions to ensure smooth operations within the school.
Key Responsibilities with Time Allocation:
Human Resources 15:
- Initiate Forms: Initiate forms for HRrelated processes such as TOC postings/hiring student hires and onboarding.
- Onboarding Support: Assist with the onboarding process for new hires including phone setups name badges business cards etc.
- Student Employees: Process paperwork for new student hires terminate student employees and verify I9 documentation for compliance.
- Biweekly Payroll: Manage the approval process for student payroll coordinating with students and supervisors.
Finance 20:
- Accounts Processing: Process accounts receivable and payable for The School of Hospitality Business.
- Financial Documentation: Handle the processing of IAA GEC DV and requisitions.
- Concur Travel Requests & Expense Reports: Acts as delegate to review create and ensure compliance with Concur travel requests and expense reports.
- Supply Inventory & Ordering: Manage supply inventory place orders for office supplies and eventrelated items as necessary.
Administrative 20:
- Secretarial/Administrative Support: Provide secretarial and administrative support for general office duties including answering phones data entry and record maintenance.
- Tracking & Reporting: Track and report on various administrative processes such as syllabi management and ticket system operations.
- Correspondence: Type compose and edit correspondence as needed to facilitate the functioning of The School of Hospitality Business.
- Scheduling: Schedule meetings manage meeting room bookings and coordinate the schedule for final exam makeup and CBLL sessions.
Events 15:
- Event Coordination: Plan and coordinate logistics for events such as ordering food and supplies managing room bookings and liaising with vendors.
- Special Events Assistance: Assist with event planning for Career Expo Graduation Brunch and other special events organized by the School and Career Services.
Academic Service 10:
- Student Data Management:Assist in compiling and analyzing student data for schoolrelated reports and requests.
- Student Records: Utilize Campus Solutions and ESAF systems to complete major changes minor declarations service indicators and course overrides.
- Academic Services Support: Provide support for academic tasks such as recruitment orientation admissions and study abroad followups.
Career Services 15:
- Data Compilation & Reporting: Assist the SIRC Director with compiling and analyzing data for annual reports including data from systems like 12Twenty and LinkedIn to track student outcomes.
- Internship Database: Maintain and manage the internship database confirming student internship requirements and followup with missing documentation.
- Alumni Surveys & Data Analysis: Assist in surveying alumni for postgraduation success and analyzing data to benchmark performance over time.
- Internship Coordination: Verify internship details for future semesters and approve internship submissions as needed.
Alumni Relations 5:
- Event Coordination: Assist in coordinating logistics for alumni and school events including scheduling and booking campus venues and services.
- Promotional Activities: Support the promotion of alumni events by composing editing and distributing correspondence and promotional materials.
Minimum Requirements
Knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience in word processing spreadsheet database and/or desktop publishing software; presentation and webpage software; typing and filing; maintaining accounting ledgers; or an equivalent combination of education and experience.
Desired Qualifications
Associates degree or equivalent experience is preferred. Minimum of 3 years of administrative experience preferably in an academic setting.
- Skills:
- Proficiency in Microsoft Office Suite (Word Excel PowerPoint) and familiarity with EBS SAP KFS and event management software.
- Strong organizational and communication skills.
- Ability to work independently and manage multiple tasks simultaneously.
- Knowledge of KFS payroll travel coordination in Concur and academic services operations within SIS SISFO and ESA.
- Attributes:
- Excellent attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Strong interpersonal skills and customer service orientation.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin citizenship age disability or protected veteran status.
Required Application Materials
Cover letter Resume 3 Professional References
Special Instructions
If you have any questions reach out to Jodi Robbins at
Work Hours
STANDARD 85
Website
Employment Type
Full-Time
