Office Administrator

Job Title:

Office Administrator

Job Summary:

The Orange County Campus Office Administrator provides operational, administrative, and project support to the Orange County Campus Director and staff, as well as faculty and staff affiliated with the Sport Management program there.

The Office Administrator is responsible for a broad range of administrative duties, including but not limited to database management, facilities management, and customer service for current and prospective students, faculty, staff, and alumni. This individual will also assist with admission and enrollment services for students and their families, as well as event coordination.

The Orange County Campus Office Administrator reports to both the Orange County Campus Director and the Associate Director of the Master of Science in Sport Management program (Southern California).

This is a 30 hour per week benefits eligible position.

Full Job Description:

Campus Support (50% of time)

• Provides primary reception functions, including answering phones, greeting visitors, scheduling appointments, checking and routing mail, and other duties as assigned;

• Responsible for cleaning, set up, and maintenance of all campus spaces, equipment, and supplies -- these duties include cleaning whiteboards, chairs, tables, and podiums; stocking rooms with supplies; making sure fans and lights are working properly; etc.;

• Maintains and monitors inventory of marketing, classroom, and office supplies;

• Assists in the coordination of repair and maintenance work;

• Refers students and faculty to appropriate departments or people for assistance that campus staff cannot provide;

• Monitors and posts items to campus bulletin boards;

• Participates as an active team member in terms of meeting the enrollment goals for the campus;

• Provides general program information to prospective students and visitors;

• Receives, reviews, responds and/or redirects phone, email, or in-person messages as appropriate;

• Collects statement of interest (SOI) data and enters information in enrollment systems;

• Schedules appointments with new faculty to provide site orientation and complete I-9 documentation to submit to Human Resources;

• Assists students and faculty with facilities and technology requests;

• Assists in the planning and execution of campus events including but not limited to campus orientations, student engagement events, etc.; tasks including ordering catering, researching and securing vendors, event set up, event clean up, etc.;

• Assists campus director with student and faculty lists; including student rosters, parking permits, and emergency contact information;

• Updates in-house and other forms as needed;

• Provides administrative support for campus faculty and staff;

• Actively participates in regularly scheduled team meetings;

• Contributes to social media and marketing campaigns; and

• Other duties as assigned by the Campus Director of the Orange County Campus.

 

Sport Management Program Support (50% of time)

 

• Provides administrative and campus support to faculty, staff, and students;

• Provides office coverage on the nights that Sport Management holds classes and at Sport Management events;

• Assists with the development and implementation of the current fiscal year’s student recruitment/outreach and marketing plans;

• Attends off-campus admission recruiting events

• Works directly within enrollment management software (Slate) to conduct application outreach and manage inquiries made via external marketing partners;

• Conducts weekly phone calls with prospective students and unsubmitted applicants;

• Assists in the management of Sport Management program events on the USF website and Slate platforms;

• Assist with student registration and maintaining academic records;

• Responds to phone calls, text messages, and emails from prospective students and current students, alumni, and industry partners;

• Supports coordination and organization of special events such as the new student orientation, on-campus events, and alumni socials;

• Creates outgoing email communications, internship, and job postings; and

• Performs other duties as assigned by the Associate Director for the Master of Science in Sport Management program (Southern California).

Associate's degree and equivalent work experience. Bachelor’s degree preferred. Three years of administrative office experience, preferably in an academic environment. Exceptional customer service experience required. Excellent organizational, interpersonal, and oral/written communication skills. Some marketing and sales experience is helpful. Proficiency in Google Suite, particularly Google Calendar, Google Docs, Google Sheets, Google Slides, etc.. Proficiency in Microsoft Office Suite, particularly to create, revise, and manipulate documents in Word, Excel, and Powerpoint. Ability to work independently, establish priorities, and meet deadlines as the office administrator may be the only employee on campus at times . Ability to analyze and interpret data. Proven ability to work effectively as a team member and with a diverse community. Ability to work some evenings and weekends. Willingness and knowledge to troubleshoot minor technology issues. Ability to lift 30+ pounds, be able to sit and/or stand for long periods of time, bend, and clean and move furniture around. An understanding of and commitment to support the University of San Francisco’s mission, vision, and values.

Full-Time/Part-Time:

Part time

Pay Rate:

Hourly

Salary Range :

$28 hourly