HRL - Front Desk Assistant

The Housing & Residence Life Department within Student Affairs seeks to fill the Front Desk Assistant positions which must possess excellent interpersonal, written, and oral communication skills; be creative and a self-starter; possess excellent organizational skills; and be able to multi-task and prioritize workload while working well independently within a team-oriented environment. The position requires strong customer service skills and proficiency in Microsoft Word, Excel, and PowerPoint. The Front Desk Assistant must also be able to work well under stressful and intense conditions.

Education, Experience, and Licensure, Certification required for entry into position: High school diploma or General Equivalency Diploma (GED) required. A two-year or 4-year degree is preferred. Must be able to work evenings and weekends.

PREFERREDQUALIFICATIONS: Two years working in an office setting handling general administrative task. Experience working with diverse student populations strongly preferred. Experience with emergency/incident response preferred. Experience working under stressful conditions requiring quick-thinking and analytical skills desired. Must be willing to fulfill responsibilities as essential personnel and be willing to overtime, as needed.

Administrative Responsibilities

• Performs routine office duties which include but is not limited to: answering phones, greeting the public, logging all incoming/outgoing mail, responds to customer complaints, answers emails, take messages and relays messages.
• Develops communication documents such as spreadsheets, letters, and informational flyers.
• Maintains a shift log for all incidents and reports occurring during assigned shift.
• Maintains log and IDs of all visitors.
• Assists the Resident Director with general office duties and reports as needed.

Operational Responsibilities

• Ensure front desk is staffed nightly during shift or as assigned. Occasionally work overtime as needed.
• Immediately respond to emergencies and incidents, contact Campus Police or designated entity and serve as initial first-responder until relieved by emergency response personnel or appropriate supervisor.
• Complete and submit Incident Reports for all incidents that occur during assigned shift.
• Assists with entering requisitions into Colleague for assigned building budget.
• Assists with tracking and ordering office supplies as needed.
• Submit work orders in TMA immediately for emergencies and within 1-2 business days for non-emergencies.
• Conduct inventory checks and submit reports.
• Complete tasks and assignments within a timely manner and by the initial deadline.
• Assists with monitoring the assigned residential community during shift to ensure a safe, clean and well-maintained living and learning environment.
• Assists with monitoring computer lab daily to ensure paper and supplies are provided.
• Other duties as assigned.

Customer Service

• Provides exceptional customer service to students, faculty, staff and the general public.
• Respond to inquiries, complaints, and requests within a timely manner (not to exceed 2 business days unless communication is made acknowledging an estimated time for response).
• Answer telephones, emails and greets faculty, staff, students, and visitors in a highly professional, warm and friendly manner.

• Perform other duties as assigned.

The FDA position is an overnight position with a schedule from 10:30pm - 7:00am during the fall and spring terms. During the summer the FDAs have the option to stick with the overnight shift or work 7am - 3:00pm or 3:00pm - 11:00pm. 

Salary: starting at $35,000 yearly

Special Instructions:

You will be provided with confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Candidates may show interest by submitting via online, the following:

1. A letter of interest (via cover letter).
2. A current resume (via resume).
3. Completed Application via Workday
4. Transcripts of highest degree conferred (unofficial transcripts accepted, however, official transcripts are required of finalist) (via transcripts).
5. Names and contact information for three job references (include with resume).

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Workday Human Capital Management System (HCM). Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or résumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your RMS account to check the status of your application for this position.

Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to University employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

Contact Information:

Name: Office of Human Resources

Phone: 757-823-8160

Email: NO EMAILED DOCUMENTS ACCEPTED

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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