AY2627 Office Assistant - English Department (Work-Study Required)

AY2627 Office Assistant - English Department (Work-Study Required)

Job Summary

The English Department is seeking a highly motivated and professional Student Aide to assist the department Administrative Assistant, Chair, and faculty. As an integral team member, you will provide vital clerical, secretarial, and operational support. This role requires excellent communication, strong organizational skills, and a welcoming attitude to maintain a professional and supportive campus environment.

Key Responsibilities

• Office Operations & Visitor Relations
• Greeting Visitors: Welcome guests, answer student questions, or connect visitors with appropriate faculty members.
• Phone Coverage: Answer incoming department calls when the Administrative Assistant is away, taking detailed written messages and emailing them to faculty.
• Mail Management: Collect, organize, and distribute incoming mail daily around noon, and process outgoing mail promptly.
• Key Control: Manage the secure sign-out and return process for department master keys and room keys.

Clerical & Digital Support

• Calendar & Board Management: Maintain and update the department’s physical whiteboard, Google Calendar, and public bulletin boards.
• Document Processing: Handle high-volume printing and copying requests for faculty, ensuring correct formatting and troubleshooting minor machine jams.
• File Maintenance: Update and organize undergraduate and graduate physical files while maintaining strict confidentiality.
• Archiving: Archive graduating senior files at the end of each semester and securely destroy files older than five years.

Facilities & Event Assistance

• Inventory & Supplies: Monitor supply levels in the main closet, restock items as needed, and alert the Admin when orders are required.
• Campus Errands: Deliver documents, post "class canceled" signs, and retrieve shared department equipment (dolly/wagon).
• Special Projects: Assist with the annual Spring Senior Awards Luncheon by updating certificate templates on Canva, printing materials, and wrapping student gifts.
• Seasonal Decor: Decorate the main department office for holidays using stored inventory.

Behavioral & Professional Expectations

• Punctuality: Adhere strictly to the established weekly schedule. Notify the Admin within 30 minutes of your shift if an emergency absence occurs.
• Etiquette: Maintain a friendly, corporate-style professional boundary. Address faculty and staff using formal titles (e.g., Dr., Professor, Dean).
• Communication: Keep your email open during shift hours to respond to inquiries promptly.
• Dress Code: Maintain a clean, professional appearance. Avoid overly casual or revealing clothing (e.g., gym shorts, crop tops, torn clothing).

Position Details & Qualifications

• Hours: 15 hours per week, scheduled around your class times. Availability to work until 4:00 PM on select days is preferred.
• Skills: Basic proficiency with Google Drive (Docs/Calendars) and Canva is highly preferred.
• Core Competencies: Strong attention to detail, proactive problem-solving, and a high respect for data privacy and confidentiality.