Job Description
Position Summary Information
Job Description Summary
The Chapman Grand Office Assistant (OA) supports the daily operations of the Chapman Grand front office and serves as a primary point of contact for residents, families, guests, and campus partners. Office Assistants provide excellent customer service while assisting with administrative tasks, mail and package operations, resident transitions, and general building operations throughout the academic year.
This position requires strong communication, organization, professionalism, and attention to detail. Office Assistants work collaboratively with the Chapman Grand Area Coordinator, Graduate Resident Directors, Resident Advisors, and other Residence Life and First Year Experience staff to provide a welcoming and efficient front office experience for residents.
Responsibilities
Front Office & Customer Service
- Staff and support the daily operations of the Chapman Grand front office.
- Greet and assist residents, families, guests, and campus partners in a professional and welcoming manner.
- Answer the Chapman Grand office phone and respond to general questions regarding housing, building operations, and Residence Life procedures.
- Provide accurate information and appropriately refer questions or concerns to professional staff when additional assistance is needed.
- Maintain a professional, organized, and welcoming front office environment.
Mail & Package Operations
- Receive and process incoming resident mail and packages.
- Log packages accurately using the designated package tracking system.
- Organize packages within the mailroom and maintain accurate package records.
- Assist residents with package pickup and distribution.
- Help maintain an organized and secure mail and package area.
- Identify and appropriately address unclaimed, incorrectly addressed, or undeliverable packages.
Move-In & Move-Out Support
- Assist Residence Life staff with summer and academic-year move-in and move-out operations.
- Support resident check-in and checkout procedures.
- Assist with distributing and collecting temporary access cards, keys, occupancy materials, and other housing-related items as directed.
- Verify resident information and accurately document check-ins, checkouts, and other housing processes.
- Assist with preparing materials and organizing the front office for high-volume transition periods.
Administrative & Communication Support
- Monitor and manage designated Chapman Grand email accounts.
- Respond to routine resident emails and forward questions requiring additional assistance to the appropriate staff member.
- Maintain accurate spreadsheets, logs, forms, and other administrative records.
- Assist with filing, data entry, document organization, and other administrative projects.
- Communicate important information and operational concerns to the appropriate Residence Life staff.
- Other duties as assigned.
Required Qualifications
Little to minimal prior experience. Ability to learn support process. Familiarity with Microsoft Office Suite.
Desired Qualifications
- Previous customer service, administrative, front desk, or office experience.
- Experience working with students or in a residential/community environment.
- Strong problem-solving skills and the ability to remain professional during busy periods.
- Ability to manage multiple responsibilities and prioritize tasks effectively.
Special Instructions to Applicants
