Viejas Arena Administrative Student Assistant

GENERAL PURPOSE
:
Under the direction of the Office Coordinator assists with the administrative tasks of Viejas Arena and the Cal Coast Credit Union Open Air Theatre. The assistant will be expected to provide excellent customer service, help various staff members to accomplish their responsibilities, greet visitors, answer phones, and perform multiple levels of administrative tasks. This assistant will help with employee relations and various other professional functions.

• Receives, screens, and refers telephone calls and visitors; provides answers confidently to callers and transfers/refers calls to appropriate staff or other departments while providing excellent customer service.
• Uses knowledge of office operations and activities to respond to inquiries and to assist callers
• Retrieve telephone messages and follows up with appropriate actions
• Provides exceptional customer service to those contacted in the course of work; and resolves routine customer service issues
• Assists with event announcement procedures; update info as needed
• Sets up and maintains files for the office s projects, paperwork and reports
• Heavy word processing load to include: memos, office forms, letters and reports
• Assist with maintaining ADP hours and report generation
• Assistance with marketing efforts (concert announcements, social media, maintaining database, advertising, special events, direct mail)
• Assists with routine administrative tasks including: organization of the front desk area; spreadsheets; operating copier/fax/computer equipment, deliveries, and other tasks/projects as assigned
• Assists with part-time paperwork, packets, scheduling interviews and phone calls
• Updates Google calendars periodically as needed
• Distributes paychecks to full time and part time employees

• Utilizes Google Email and Calendar
• Monitors area office supplies and sends orders as needed.
• Creates reports/presentations utilizing Windows, Microsoft Excel, Word and PowerPoint as required/needed
• Composes memorandums/letters as needed
• Creates/updates Assistant policies and procedures binder as needed
• Delivers documents to University departments as well as other A.S. departments

• Establishes and maintains working relationships with various A.S. and University departments
• Receptionist for the Arena Office; answer telephones, greet visitors, answer general questions regarding events at Viejas Arena and CCCU Open Air Theatre
• Comfortably interact with individuals of all professional levels

• Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
• Adheres to Associated Students  Code of Safe Practices
• Reports accidents to supervisor and reviews changes required to avoid reoccurrence
• Ensures proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor
• Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately

Minimum & Preferred Requirements

• Students must be enrolled in at least half time units at SDSU (6 units undergraduate; 3 units graduate).
• International students must have full-time enrollment at SDSU (12 units undergraduate; 6 units graduate).
• Global Campus units do not meet the SDSU unit requirements.
• Must be in good academic standing
• Must be eligible to work in the United States
• Preferred candidate will be a returning student for at least one additional school year

• Two years of experience in general office/clerical work preferred
• Proficiency in Microsoft Word and Microsoft Excel required
• One year of customer service experience required

• Anti-Harassment training (must be completed within 30 days of hire)
• Workplace Violence Prevention Plan Training (Must be completed within 30 days of hire)
• Gender Awareness Training (Must be completed within 30 days of hire)
• Computer Security Awareness Training

• Speak clearly, distinctly and professionally on telephone and front desk encounters
• Constant attention to high level of customer service, including all…