Office Assistant VI: Public Safety and One Card and Campus Security Systems

Job description



Office Assistant VI: Public Safety and One Card and Campus Security Systems
University of San Francisco

R0001301
USF Hilltop Campus

Job Title:
Office Assistant VI: Public Safety and One Card and Campus Security Systems

Job Summary:
GENERAL SCOPE OF THE POSITION:

An Office Assistant follows a leadership model that practices values based and community policing principles when responding to the needs of the community. In following this model an Office Assistant practices leadership that is collaborative, creative, adaptive, based on influence, is multi-directional, and non-coercive. An Office Assistant provides services with the understanding that leaders, followers, and participants develop a common purpose to achieve mutual goals.

Reporting to the Operations Managers of both Public Safety and One Card and Campus Security Systems, an Office Assistant VI is responsible for ensuring efficient operation of the Public Safety and One Card Administrative office by communicating with people, setting priorities, coordinating and managing work flow and processes, responding to unforeseen events and resolves problems and inquires from the university community. This position handles confidential documents involving university policies and employee materials.

As part of the larger staff in Student Life, Public Safety employees collaborate and cooperate across divisions and departments to create a supportive University community which encourages student learning and development in the Jesuit Catholic tradition. The mission of Student Life is to fully support holistic student development within a social justice framework centered in preparing students to be caring, socially responsible citizens in our global and local community.

Full Job Description:
ESSENTIAL DUTIES AND RESPONSIBILITIES:

Priority Management:

  • Provides logistical support in scheduling of meetings, interviews and professional development programs as directed by the Sr. Director and Associate Director of Administrative Services for Public Safety, Operations Manager, Communication Supervisor and Lieutenants.
  • Makes all related arrangements for meetings, notifies participants and prepares appropriate documents and materials for all meetings.
  • Provides assistance with scheduling special events on campus needing Public Safety and One Card and Campus Security Systems services.

Reception and Service:
  • Serves as the primary office contact and direct support to the Operations Manager.
  • Greets guests, creates a welcoming environment, and responds to concerns of faculty, staff, students and other constituents in a timely and professional manner.
  • Provides and set the example for exceptional customer service and operates retail like services regarding records, parking and transportation, and One Card services.
  • Problem solves and works within department policy to achieve customer satisfaction.
  • Screen telephone calls, messages, handles all parking and One Card emails and office visitors in order to distill information and take appropriate action without involving or involving (when deemed appropriate) the Sr. Director and Associate Director of Public Safety, Director of One Card, Operations Mangers, Patrol Lieutenants.

Administrative Support:
  • Serves as one of the Application Experts of the CS Gold Campus Card system. Ensures cardholder database is accurate based on cardholder eligibility and assists in managing the administering of all carding operations for 20,000+ cardholders of the following types: Student, Employee, & Contractor/Affiliates.
  • Assists in managing the iParq Online Parking and Citation Management Program.
  • Assists in managing the day to day operations of the Public Safety and One Card front desk.
  • Monitor the department's inbox and take action on time-sensitive requests.
  • Provides basic cardholder support related to access and entitlement verification and on-campus debit account processing.
  • Understands and is able to perform all functions pertaining to the office cash register, including processing of transactions, corrections and voids, and provides the appropriate monetary reports to Business and Finance.
  • Operates retail-like services, such as MUNI-sticker distribution, and passport-photo processing.
  • Files help-desk related phone calls and emails within USF Support & Answers.
  • Supports the routing and maintenance of the front office operations, parking and transportation and records management.
  • Charged with collaboratively working with Patrol and Dispatch services as well as One Card and parking and transportation services to create, organize and implement policies, procedures and training manuals.
  • Supports emergency disaster preparedness functions and or consultants.
  • Orders office equipment and supplies for the department and maintains supply locker in Patrol and Dispatch Services.
  • Manages flow of daily parking permit sales, reconciles and provides the appropriate monetary reports to Business and Finance.
  • Assists in coordinating, posting and distributing of crime bulletins and other Public Safety and One Card community communication via myUSF.
  • Maintains and creates Public Safety forms with relation to parking and transportation, and One Card forms with relation to the One Card, and other records, special events, office requests and emergency disaster preparedness.
  • Charged with archiving and creating an inventory process for financial files, employee files and confidential case files.
  • Hires, trains, supervises, schedules, and evaluates student employees in the following operational functions of Public Safety: Visitor Gates, Administrative Office, Special Events, Parking Attendants and Student Disability Shuttle.
  • Hires, trains, supervises, schedules, and evaluates student employees in the following operational functions of One Card: Administrative Office, Special Events, and Student technicians.
  • Assists in updating, maintaining and researching additional information to supplement the Public Safety and One Card website.
  • Daily system balancing between physical receipts from cash register and system reconciliation reports.
  • Daily balancing of merchandise sale, inventory and daily permit sales.
  • Responsible for the daily opening and closing of the cash register, and posting of in-office Don Dollar deposits.
  • Responds to Debit Plan related inquiries by students, parents and other cardholders
  • Collaborates with other Student Life and ISSS Program Assistants for events on the UC 5th floor Student Assistants including department-wide trainings and celebrations
  • Reconciles departmental expense reports, invoices, and reimbursements

Records Management:
  • Reviews and releases reports to various departments on campus.
  • Produces statistical data reports as requested.
  • Generates and releases the University's public daily crime log.
  • Maintains crime statistics and prepares the posting message for the University's Annual Security Report in compliance with the Jeanne Clery Act.

Project Management:
  • Charged with evaluating Public Safety and One Card student employees and programs on a quarterly basis based on assigned criteria, public safety mission and job performance.
  • Works collaboratively with the Sr. Director and Director of Public Safety, Director of One Card and the Operations Managers to produce an annual report/analysis using quarterly evaluations.

Performs other related duties as assigned by the Sr. Director and Associate Director, Director of One Card, Operations Managers, Communications Supervisors, Patrol and Administrative Lieutenants. Occasional evening and weekend work may be required.

QUALIFICATIONS:

Education:
Post high school education preferred

Experience:
  • Training or experience equivalent to four years of increasingly responsible work experience or related education
  • Ability to delegate, train and motivate students and junior level staff
  • High level of customer service
  • Ability to handle multiple projects.
  • Possess advanced knowledge of windows office applications, computer software, databases and websites.

Certifications:
Valid California Driver's License\ Red Cross Basic First-Aid and CPR Certification are PREFERRED.

Other essential qualifications:
Demonstrated ability to work collaboratively, independently and take initiative and use own discretion when completing projects. Excellent oral and written communication skills. Proven customer service skills and handle all situations in a highly professional manner.

SELECTION PROCESS:

Candidates must pass a background investigation of personal history and employment history. Note: felony and certain misdemeanor criminal convictions or contacts may be grounds for disqualification of candidates.

The University of San Francisco is a Jesuit Catholic university founded in 1855 to educate leaders who will fashion a more humane and just world. Candidates should demonstrate a commitment to work in a culturally diverse environment and to contribute to the mission of the University.
USF is an Equal Opportunity Employer dedicated to affirmative action and to excellence through diversity. The University provides reasonable accommodations to qualified applicants with disabilities upon request.


Full-Time/Part-Time:
Full time

Pay Rate:
Hourly

To apply, visit https://usfca.wd5.myworkdayjobs.com/en-US/USF_Staff/job/USF-Hilltop-Campus/Office-Assistant-VI--Public-Safety-and-One-Card-and-Campus-Security-Systems_R0001301.

The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit http://www.usfca.edu.







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Job No:
Posted: 5/24/2019
Application Due: 5/31/2019
Work Type:
Salary: