Office Support Associate - University Housing

Responsibilities

• Reception and Clerical:

  Maintain confidential information received in strict confidence and exercise a reasonable degree of care to prevent disclosure to others.

  Screen calls and visitors; prioritize and escalates internal and external communications – respond to routine inquiries, requests and minor problems.

  Manage the University Housing Administration email box and coordinate responses (read, assign for response, follow‑up for completion).

  Maintain displays, room usage and digital signage. Create room reservations.

  Review incoming mail and packages (retrieve, sort, read, distribute) and prepare outgoing mail.

  Assist with creation and review of general correspondence.

  Assist with calendar‑related items (create, update, cancel).

  Assist with meetings, conferences/events and travel arrangements.

• Document File Management:

  Prepare, research, proof, save and archive printed and digital communications and information for unit operations.

  Assist in the maintenance of comprehensive files and record systems.

• Department‑Wide Operational/Coordination:

  Provide assistance to all University Housing units for special projects, events and programs.

  Assist with the management of the University Housing vans (respond to general inquiries, assist with check‑in/check‑out process, submit maintenance requests).

  Coordinate University Housing jacket and t‑shirt distribution for new staff (respond to requests, track inventory).

  Assist with the University Housing Driver Approval process (track, save, follow‑up).

  Assist with the maintenance of departmental organizational charts (solicit updates, update documents, submit for posting to University Housing intranet).

  Serve as back‑up for the University Housing Courier.

• Purchasing:

  Track, order and receive office supplies using purchasing systems (i.e., iBuy, P‑Card, T‑Card, Chrome River). Act as a delegate for Administrative Assistant and Administrative Aide for P‑Card and T‑Card transactions in Chrome River.

• Perform other duties as assigned.