MBAC Office Assistant

Under the direction of the Office & Marketing Coordinator, the Office Assistant is responsible for operations at the front desk including cash handling, sales, customer service, data input, and other administrative tasks and projects.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

Serves as the main point of contact for new and returning customers while ensuring exceptional customer service standards are met
Greets and directs customers for class and lesson check in, equipment rental, special event, and youth camp programming
Registers and collects customer payments (cash, check, or credit card) for classes and camps
Processes equipment rental transactions in a fast-paced, busy work environment paying close attention to detail and inputting data in systems correctly
Ensures waivers and collection of payments is processed completely and accurately
Provides general and detailed information to all guests
Performs opening and closing duties of front office and reception area
Inputs class attendance and qualifications into database and accurately files away waivers and attendance sheets for retention
Responds to email inquiries with accurate information in a timely manner
Ensures supplies are fully stocked and communicate shortages with Office & Marketing Coordinator
Submits private lesson requests and communicates status of lesson request with customer and program assistant

Customer Service and Collaboration

Greets customers and provides outstanding customer service with accurate information
Enthusiastically welcomes guests in a timely manner in person and over the phone
Assures that customer needs are addressed and met to the highest standards
Establishes and maintains working relationships with various MBAC staff and supervisors
Works with Office Assistants as a team to provide a friendly and welcoming environment
Stays up to date on changes of information including updated rules, policies, and procedures
Effectively communicates rules and policies with customers and guests and has ability to enforce rules and policies within scope of work
Communicates class cancellations and provides alternative options for customers
Establishes and maintains working relationships with various A.S. and University departments

Safety

Ensures front desk area is clean and organized
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’ and MBAC’s Code of Safe Practices
Reports accidents to supervisor and reviews changes required to avoid reoccurrence Ensures completion 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

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

Must be a currently enrolled student at SDSU, UCSD or USD, taking a minimum of 6 units

Experience:

One year of experience in a customer service-oriented environment required
Previous cash handling experience preferred

License & Certification Requirements:

Red Cross CPR, First Aid, AED certification (must be obtained within the first month of employment, offered at MBAC)
Livescan FBI and DOJ fingerprint clearance

PERFORMANCE EXPECTATIONS

Must be punctual and regular in attendance; arrive on time and ready for the workday
Must be professional and courteous at all times
Must be able to work well with different work styles
Must be able to work efficiently and show initiative
Must be able to provide excellent customer service and work well with all full- and part-time staff
Must be adaptable to changes in information or policies and adequately relay those changes or updates to customers
Must respond to customer needs and requests in a timely fashion
Must inform Office & Marketing Coordinator or manager on duty of customer issues/problems
Must be able to take the initiative for additional projects and be self-motivated to initiate interactions with guests
Must be able to work under stressful situations and with constant interruptions while maintaining a friendly, enthusiastic attitude
Must participate in MBAC classes to remain knowledgeable about MBAC programs
Must possess strong customer service, detail-oriented, and organizational skills

KNOWLEDGE, SKILLS & ABILITIES

Excellent interpersonal skills with the ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues, and guests
Must have strong English language skills and the ability to read, write, and verbally communicate at a level appropriate to the duties of the position
Bilingual Spanish skills are highly desirable
Ability to operate a computer, proficient with Microsoft Office, and able to learn and utilize new software programs
Well organized and able to effectively multi-task, prioritize work under pressure, problem solve, and maintain composure under stressful situations
Ability to handle multiple tasks simultaneously with constant interruptions
Ability to work independently and as part of a team

SCHEDULE & WORKING CONDITIONS

This is a part-time position. Flexibility and willingness to work variable schedules, including weekends with expected hours to be worked during business hours of 7:30am-7:30pm, 7 days a week. Must be available to work long and variable hours during the busy summer months of June through August.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is generally performed within an office environment with standard office equipment available. MBAC can be a busy facility with numerous distractions. Work is generally sedentary in nature but may require standing and walking.

PHYSICAL DEMANDS 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.

This position requires the individual to spend long hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials.

RELATIONSHIPS

Inside the Organization:

Reports to the Office & Marketing Coordinator and Lead Office Assistant
Works closely with MBAC Program Assistants and staff

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position. Fingerprinting is required for all employee and volunteer positions that have direct contact with minor children.