Staff Assistant - COEDU

• Location:
  
  4202 E Fowler Ave, Tampa, FL, 33620, US
• Hiring Salary: $35,000 - $40,000 annually

The Front Desk Staff Assistant provides comprehensive support to visitors, customers, and office staff by efficiently managing front desk operations, facilitating effective communication, and ensuring the smooth functioning of the office environment. Serving as the first point of contact, they create a welcoming atmosphere for visitors and callers while maintaining an organized front office. At TECO Hall, they oversee all aspects of facility rentals, acting as the primary liaison for rental inquiries, coordinating reservations, and delivering a seamless experience for renters.

Additionally, they submit and manage maintenance work orders for the college’s EDU buildings, collaborating closely with the Operations Resource Manager to ensure timely resolution of maintenance issues, coordinate repairs, and maintain accurate records to support the operational efficiency of college facilities.

Front Desk

• Greet visitors and customers warmly and notify appropriate department or office staff of their arrival.
• Assist visitors and customers with routine inquiries.
• Operate and manage multi‑line telephone systems and route calls.
• Organize and prioritize front desk tasks, including managing Outlook calendars for conference rooms, appointments, meetings, and events.
• Perform general data entry and maintain accurate records.
• Make reservations for travel, dining, or other departmental needs.
• Distribute correspondence, documents, and information to relevant office or department personnel.
• Maintain office supplies inventory, monitor stock levels, and reorder supplies as needed.
• Keep the front office and public areas clean, neat, and organized.
• Operate and maintain office equipment such as scanners, copiers, fax machines, and printers.
• Order supplies such as toner and schedule maintenance services.
• Receive, sort, and distribute packages and mail efficiently.

TECO Hall

• Monitor the shared inbox and respond promptly and professionally.
• Manage the reservation calendar for EDU TECO Hall, scheduling events and maintaining records.
• Review rental requests to confirm availability.
• Provide prospective renters with information, guidelines, payment instructions, and required documentation.
• Coordinate the execution of rental agreements, ensuring all necessary forms and payments are completed prior to facility use.
• Maintain ongoing communication with renters before, during, and after events.
• Oversee key distribution and return procedures, tracking access to the facility.
• Conduct pre‑ and post‑event inspections.
• Identify, document, and report facility concerns or damages.
• Ensure cleanliness and readiness of EDU TECO Hall for reservations.
• Coordinate with college personnel for facility access, room readiness, and operational support.
• Maintain detailed records related to reservations, agreements, payments, and key management.
• Assist with procurement of supplies and equipment as needed.

Building Work Orders

• Submit and track maintenance work orders for EDU buildings.
• Collaborate closely with the Operations Resource Manager to prioritize and coordinate repairs.
• Maintain accurate and detailed records of all work orders, including status updates, completion reports, and costs.
• Monitor ongoing maintenance projects and follow up to ensure quality and timeliness.
• Perform other clerical duties and administrative support tasks as assigned.

Minimum Qualifications

• High school diploma or equivalent, with two or more years of experience in an office or administrative support position.
• College or other relevant post‑secondary coursework may substitute for the experience requirement on a year‑for‑year basis.
• Degree equivalency:
  Four years of direct experience for a bachelor’s degree.

Preferred Qualifications

• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize responsibilities.

This position may be subject to a Level 1 or Level 2 criminal background check.

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. Applicants for USF employment are entitled to request reasonable accommodations in the application process.

A request should be made at least five working days prior to the time the accommodation is needed.