Duties and Responsibilities

OARS Reception and Administrative Support

• Serve as the primary receptionist and administrative support contact for OARS, responding to routine logistical inquiries in person, by telephone, and through the shared email account.
• Welcome individuals seeking OARS assistance, collect only limited contact and scheduling information needed, and promptly refer substantive concerns to the student ombudsperson.
• Manage the OARS appointment calendar; schedule, confirm, and adjust appointments; communicate logistical information; and support follow-up as directed.
  
• Prepare routine correspondence, resource materials, and meeting or outreach materials for OARS; proofread for accuracy, clarity, grammar, and formatting.
  
• Maintain administrative and scheduling records needed to support OARS operations, following university requirements and established protocols for privacy, records retention, and information security.
  
• Make purchases using a p-card, t-card, Banner requisitions, the iBuy website, or other preferred vendor websites. Submit contracts for purchases as necessary.
  
• Reconcile p-card and t-card transactions and employee reimbursements in Emburse.
  
• Monitor the OARS shared email account and telephone line for administrative and scheduling matters, identify messages requiring prompt attention, and refer substantive, urgent, or sensitive concerns directly to the student ombudsperson.
  
• Provide logistical support for OARS outreach, presentations, and resource distribution, including room arrangements, registration, materials, and participant communications.

Turner Student Services Building Reception and Student Staff Supervision

• Coordinate reception coverage for the main entrance and front desk of Turner Student Services Building, promoting a welcoming, accessible, and professional entry point for ODOS and other building services.
  
• Greet students and other visitors, identify the office or service they are seeking, provide accurate building and campus information, and connect them with the appropriate unit, staff member, or campus resource.
  
• Coordinate the hiring and selection process for front desk student employees in collaboration with the Administrative Assistant.
  
• Train, supervise, schedule, and assign work to student employees; establish front desk procedures and service expectations; review work; and provide regular coaching and feedback.
  
• Monitor front desk coverage, arrange substitutions when feasible, maintain daily work instructions, communicate operational updates to student employees, and provide front desk coverage when student employees are unavailable.
  
• Review and approve student employee time records for completeness and accuracy.
  
• Guide student employees in responding to routine questions, connecting visitors with appropriate ODOS and campus resources, protecting confidential information, managing difficult interactions, and promptly referring concerns to professional staff.

ODOS-Wide Administrative, Financial, and Office Support

• Under the direction of the Administrative Assistant, provide responsive clerical and administrative support across ODOS units and shared operations, including meeting coordination, agendas, minutes, document preparation, filing, copying, scanning, and mail distribution.
  
• Respond to general inquiries received through the ODOS main telephone line and route callers to the appropriate ODOS unit, staff member, or other university office.
  
• Assist ODOS units with purchasing, expense documentation, supply ordering, event arrangements, and maintenance of audit-ready administrative and financial records in accordance with university procedures.
  
• Process routine financial transactions for the department and create and maintain Excel records of expenses. Verify supporting documentation and reconcile recorded transactions with periodic financial statements. Report discrepancies for correction in accordance with university procedures.
  
• Maintain shared office and front desk supplies, resource displays, forms, equipment inventories, and work areas that support ODOS operations.
  
• Compile routine activity information and prepare basic spreadsheets, summaries, and reports for OARS and other ODOS units as requested.
  
• Perform routine updates to ODOS office websites using established content-management tools. Under the direction of designated staff, draft, prepare, and schedule social media content about office services, resources, and events in accordance with established approval, accessibility, branding, and privacy requirements.
  

Building Operations and Service Coordination

• Serve as a point of contact for routine Turner Student Services Building concerns, including key access, signage, equipment, and maintenance and service requests. Route issues to the responsible unit.
  
• Maintain current building directories, front desk reference materials, emergency contacts, and opening/closing procedures.
  

Other Responsibilities

• Participate in staff meetings, training, committees, and special projects as requested.
  
• Perform other related duties as assigned to advance the mission and effective operations of the Office of the Dean of Students.