Desk Clerk

Department: Residential Ops & Services
Salary/Grade: NEX/9

Northwestern University's Residential Services helps build a community environment for students through housing-related services, intentional learning opportunities and residential settings that include residence halls, residential communities, and residential colleges. Learn more about the Residential Services department and the Operations and Services team here: https://www.northwestern.edu/living/index.html

About Student Affairs: By pursuing justice, equity, and belonging, Student Affairs cultivates student programs, services, and skills; disrupts barriers; and partners across Northwestern and neighboring communities to create an inclusive culture in which all students can thrive. Learn more about the Division of Student Affairs here: https://www.northwestern.edu/studentaffairs/about/strategic-plan/objectives.html

Job Summary:

The Desk Clerk provides standard and routine clerical and administrative support which may include word processing, data entry, ordering supplies, copying, filing, faxing, answering phones, greeting visitors, providing information, and/or scheduling meetings. The role serves as a primary desk contact for residents in the residential area, for general administrative needs.

This position is to provide prompt, courteous, and timely customer service to our residents and off-campus contacts. This includes answering the telephone, greeting residents who come into the office, answering questions, and identifying and analyzing the residents' housing-related problems and directing them appropriately. This position requires excellent organization and communication skills, and the ability to work independently as well as within the team.

Desk Clerks work primarily from the area desk (shared workspace); with alternative workspace assignments based on seasonal departmental needs.

Pay: The pay range for this Desk Clerk position is $19.00 to $21.63 per hour, depending on experience, skills, and internal equity.

Principal Accountabilities:

Contacts 40%

• Answers phones, routes callers, takes messages. Processing and distribution of packages for special events; Fields inquiries about mail and other building services.
• Greets visitors, responds to inquiries, requests and provides routine information. Serves as primary contact to residents, visitors and vendors for the residential area. Primary contact for area residents during off-cycle check-ins and check-outs. Participate in opening and closing procedures. Answer basic room availability and contract questions as directed by the Residential Services (room and board assignments processes).
• Serves as the primary contact for IT related items, as directed;
• Contacts repair personnel as requested for copy machine, lab equipment, etc. Report facility concerns through the University and department work order system; Refer residents to place service requests and be a resource for troubleshooting problems in the facility;
• Work with custodial and maintenance staff in handling maintenance requests; Serves as liaison between the residents and the maintenance staff;

Documents and Databases 30%

• Prepares and types form letters, memos, emails, labels, routine correspondence, etc.
• Post, and at times create signage throughout the building regarding renovations, repair work, and upcoming events.
• Types, copies and/or distributes reports, proposals, presentations, etc.
• Proofs for spelling and grammar.
• Enters information into spreadsheets and databases.
• Manage resident room and building access. Responsible for maintaining resident key control through Persona.
• Ensures careful management of temp room cards; performs a monthly key card audit.
• Runs standard reports.
• Uploads content to department website.

Coordination 25%

• Maintains inventory and orders supplies

Miscellaneous 5%

• Performs other related duties as assigned. Works on various projects as directed by the Assistant Director of Housing Operations and Desk and Access Manager.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 1 year of administrative support or other relevant experience required.

Minimum Competencies:

• Basic knowledge of word processing, spreadsheet, email, and database software programs is required.
• Excellent customer service skills; welcoming and courteous
• Ability to work in shared workspace in an office environment.

Preferred Qualifications:

• Some college or the equivalent combination of education, training and experience from which comparable skills may be acquired.

Benefits: At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html tolearn more.

Work-Life and Wellness: Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth and Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

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