Office Support Assistant
OBERLIN COLLEGE & CONSERVATORY
Posting Details
Announcement Information
Job Summary
The Office Support Assistant, entry-level position, at Oberlin College is responsible for the front desk operations and support of multiple departments within the finance service building suite. This individual is the first point of contact for multiple offices and ensures that callers, visitors, and community members receive a professional, welcoming, and efficient experience at Oberlin College. This individual upholds strict confidential processes regarding employee information, maintains high intrinsic motivational skills, and is extremely detail-oriented and organized to ensure proper completion of daily routine tasks and additional support projects assigned. Reporting to the Director of People Analytics-HRIS, the role requires a high level of integrity, adaptability, dependability, and self-sufficiency. Individuals in this role should be able to function independently but should also have the ability to work collaboratively across different teams.
Responsibilities
The OSA will serve as first contact for the College's Human Resources, Facilities Operations, and Finance Office Departments. Receive and direct visitors, respond and route incoming calls, serve as a general knowledge base, and maintain the reception area.
Essential Job Functions
Serve as the first point of contact for the College's Human Resources, Facilities Operations, and Finance Office departments. Answer and screen phone calls, refer callers to appropriate staff, provide information, and take messages as necessary. Provide forward-facing reception for multiple departments, ensuring visitors are greeted professionally and courteously. Monitor and respond to general email inquiries, providing timely and accurate information to requesters. Administer employment tests and assist newly hired employees with initial paperwork, ensuring all documentation is complete. Coordinate and process Tuition Remission Requests, adhering to policy and processing protocols. Process invoices and payments efficiently and expeditiously. Process benefits-related paperwork, such as general billings and reconciliations. Compile, maintain, and distribute new-hire employee packets and ensure inventory of relevant materials. Assist with new hire onboarding: including, but not limited to: I-9 Verification, new hire document tracking, new hire communications, and new hire workflow updates. Schedule employee wellness visits and support the Benefits Office during the annual Benefits Fair and Open Enrollment periods. Make appointments and reserve meeting spaces for staff, as needed; route and distribute incoming mail. Includes coordination of interdepartmental events and meetings, including preparing agendas and arranging necessary materials or catering. Assist in maintaining departmental websites (external and internal) as needed, ensuring information is up-to-date and relevant. Enter and update basic employee data in enterprise systems, ensuring the accuracy of employment and status-change information. Ensure the smooth flow of interdepartmental communication, handling inquiries that span multiple offices and referring to the appropriate department when necessary. Inventory and order supplies, ensuring adequate amounts are always available. Scan and index submitted forms and documents into the OnBase system for digital storage and retrieval. Provide clerical support to Administrative and Professional Staff, from letters, standard mailings, to scheduling. Assist with implementing and rolling out new administrative systems or procedures, ensuring smooth transitions for all departments involved. Manage tasks and projects for student employees.Marginal Job Functions
Coordinate with external vendors for office services, including maintenance of office equipment. Provide support during high-traffic periods, such as student hire periods and benefits enrollment.Required Qualifications
Associate degree with 2-3 years of experience in a professional office environment. A bachelor's degree is preferred. Demonstrated ability to work as part of a cohesive team and foster positive working relationships with diverse stakeholders. Strong commitment to belongingness, professionalism, and integrity.Desired Qualifications
Knowledge Of:
Experience working with modern relational database technologies and enterprise systems. Experience working with Ellucian Banner-ERP, PeopleAdmin-job applicant tracking system, Chrome River-expense management system, OnBase-electronic document storage and processing, BOX-cloud based content management and collaboration site, Supplier Management Systems, or similar systems. Proficiency in using MS Office suite (SharePoint, Word, Excel, PowerPoint, etc.). Experience in using SharePoint, or similar web-based intranet enterprise. Experience with project coordination or event planning.Skills:
Excellent judgment in determining when to escalate issues. Strong communication skills, both oral and written. Ability to handle confidential and sensitive matters discreetly and professionally. A demonstrated commitment to punctuality and maintaining a professional presence. Proven ability to manage interactions while balancing administrative duties effectively. Highly self-motivated and proactive, consistently seeking opportunities to assist where needed and going beyond assigned tasks. Ability to work independently, take initiative, and own responsibilities without direct supervision. Highly organized and detail-oriented.Quick Link for Posting
https://jobs.oberlin.edu/postings/16909
Compensation
Commensurate salary, based on knowledge and experience. Oberlin offers an excellent benefits package including 35 days of PTO (pro-rated for new hires).
Special Instructions to Applicants
All applicants will be required to submit cover letter, resume and list of references.
Permanent
Oberlin
