Front Office Supervisor

University Corporation at Monterey Bay


Salary: $22.00 Hourly

Job Number: 2022-00013

Location: CSUMB Main Campus- Seaside, CA

Department: Student Housing Residential Life (SHRL)

Description

Open Until Filled. Screening Date Extended to January 6, 2022.
This position is part-time, 30-40 hours per week

The University Corporation at Monterey Bay is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and is committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and State Population. The University Corporation at Monterey is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.

POSITION SUMMARYUnder the direction of the Coordinator of Housing Operations and Associate Director of Operations and Finance, the Front Office Supervisor (FOS) will provide front office support as well as daily supervision of front desk service functions, including, but not limited to supervision of Student Assistants across multiple service locations and the day-to-day customer service and customer relations for walk-ins, phone calls, and emails. This position will also provide general support to the operational functions of the department.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include. but are not limited to. the following:

Front Desk Operations:

1. Answering phone calls and directing callers to either the appropriate next representative/department or answering their questions. This includes answering the RA on Duty phone during business hours as needed.
2. Greeting customers upon entry to the office and assisting based on their needs.
3. Assisting current and prospective residents/students and their supporters with housing and general university questions.
4. Manage key return and key pickup for residents.
5. Proactive in creation and administration of projects throughout the office.
6. Use of various software systems including StarRez, Google Suite, Maxient, SumTotal, Pitney-Bowes package management, and ClickUp project management.
7. Foster a community of supportive and considerate customer service. Focus on relationship building and partnership amongst students, student staff, campus partners and professional staff to support a customer-focused philosophy.
8. Maintain file organization, creating deadlines for filing to be completed.
9. Support mail and package receiving, processing, and distribution functions.
10. Follow up on all issues in a timely manner to be determined by each individual situation.
11. Identify service problems and root causes to avoid situations from reoccurring.
12. Maintain an organized work area that allows for superior service and follow-up.
13. Establish and maintain positive working relationships with students, staff, campus partners and vendors.
14. Retrieval of student files per needs of professional staff, law enforcement, or other entities.

Staff Supervision:

1. Provide professional, courteous, helpful, and effective service for all students via in-person, phone, and email interaction.
2. Support routine performance management through coaching, assessment, and annual evaluation.
3. Coordinate weekly scheduling of front desk operations student staff. Manage scheduling gaps as needed to ensure continuity of service to students.
4. Host front desk student staff meetings on a weekly to bi-weekly rotation.
5. Host 1-on-1 meetings with all front desk student staff on a bi-weekly basis.
6. Assist with training of new hires and attend and participate in staff meetings.

OTHER FUNCTIONS

1. Performs other duties as assigned.
2. Attends department meetings, workshops, and functions to support department mission and goals as needed.

PHYSICAL WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.

WORK LOCATION

• 30-40 hour per week; schedule dependent upon department needs
• On-Site Position
• Work Location: Main Campus, Seaside, CA

KNOWLEDGE, SKILLS, AND ABILITIES

Communication Skills: Must be able to conduct self in a professional manner on the telephone, and with all other forms of communication. Help communicate our mission, vision and values. Must be able to effectively express self with students, supporters, vendors, faculty, staff, peers, supervisors and all other contacts in verbal and written manners, including but not limited to written, verbal, and in person.

Computer Skills: Must be able to function in a Windows environment and be familiar with word processing applications and Google Suite. Have a basic knowledge of housing management systems.

Additional Skills: General knowledge of Student Housing and Residential Facilities. Must be able to effectively interact with people, be part of a team and be self-motivated and flexible. Must be detail oriented and have good organizational skills.

Advanced fluency in using various standard office software packages such as Microsoft Word, Excel, and PowerPoint. Demonstrated technical literacy with electronic mail, mail merges, data entry, electronic scheduling, and internet communication software. Ability to work in an occasional high-pressured environment. Ability to operate a wide variety of office equipment and independently troubleshoot problems. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.

Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

Equivalent to a bachelor's degree from an accredited college/university in a job-related field or two years' experience in planning, coordinating or directing activities for a student services program or two years of supervisory experience in a related field, such as hospitality management or retail.

DESIRABLE QUALIFICATIONS

• Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.
• Experience managing front desk operations in a student housing setting highly desirable; demonstrated leadership experience in student housing.
• Experience working with a multicultural population; familiarity performing community service learning; and demonstrated technical literacy. Fluent in multiple languages, particularly Spanish.

Special Conditions of Employment

Priority screening date: 11/28/22. Interviews are tentatively scheduled for December.

The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current University Corporation employees who apply for the position.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status. This position is required to maintain confidentiality as outlined in the Department of Education's Family Educational Rights and Privacy Act (FERPA) and California's Educational Code Chapter 13 regarding sensitive student issues.

Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.

All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.

University Corporation at Monterey Bay positions are 'at-will' employment.

CSUMB is a smoke and tobacco-free campus

The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.

All CSUMB/University Corporation employees must be fully vaccinated, including booster (when eligible), against COVID-19, unless they are exempt from this requirement because an exemption has been granted based on a medical contraindication or sincerely held religious beliefs. Fully vaccinated means that an individual has received all recommended doses of a COVID-19 vaccine that has received Emergency Use Authorization or full approval from the U.S. Food and Drug Administration (FDA) and that it has been at least two weeks since the final recommended dose. All students, faculty, and staff who have not been vaccinated and received a booster must test weekly beginning February 4, 2022.

See: The California State University COVID-19 Vaccination Policy

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.

Sensitive Positions - This position has been designated as a sensitive position with:

• access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards

FERPA:

• This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

Clery Act:

• This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107. CSAs are employees whose job duties fall into one of the following categories:
• Work in a campus police or security department
• Are responsible for campus security
• Are designated as the contact for reporting criminal offenses
• Have significant responsibility for student and campus activities

Special License or Certifications and Conditions:

• May require occasional evenings and/or weekend work.

Questions can be sent to: hr_corporation@csumb.edu.

Compensation and Benefits:
The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available here (Download PDF reader).

The hourly rate for this position is $22. Classification: Grade 3, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our benefits guide (Download PDF reader) for details about sick time, vacation, and holidays.

The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com

How to Apply:
All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER: The Corporation is an Equal Opportunity-Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.



To apply, please visit https://www.schooljobs.com/careers/csumb/jobs/3796201/front-office-supervisor




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