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 assists customers for class, lesson, and youth program check in, equipment rental, and events
• Registers and collects customer payments (cash, check, or credit card) for classes, lessons, 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 communicates shortages with Office & Marketing Coordinator
• Submits private lesson requests and communicates status of lesson request with customer and program assistant
• Completes various administrative tasks or special projects as assigned

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
• Continually seeks out expansion of knowledge and awareness of MBAC programs

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

Minimum & Preferred Requirements

Education:

• Must be a currently enrolled student at SDSU, UCSD, or USD

Experience:

• One year of experience in a customer service 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

• Punctual and regular in attendance: arrive on time and ready for the workday
• Must be professional and courteous at all times
• Able to work well with different work styles
• Able to work efficiently and show initiative
• Able to provide excellent customer service and work well with all part-time and full-time staff
• Able to process changes in information or policies and adequately relay those changes or updates to customers
• Respond to customer needs and requests in a timely fashion
• Inform Office Coordinator or manager on duty of customer issues/problems
• Able to take the initiative for additional projects and be self-motivated to initiate interactions with guests
• Able to work under stressful situations and with constant interruptions with a friendly, enthusiastic attitude
• Participate in MBAC classes to remain knowledgeable about MBAC programs
• Strong customer service, detail-oriented, and organizational skills required

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
• Able to operate a computer, proficient with Microsoft Office, Google Drive, 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
• Able to reply to email inquiries with a professional tone, free of grammatical errors
• Able to handle multiple tasks simultaneously with constant interruptions
• Ability to work independently and as part of a team
• Ability to take initiative to continually learn and expand knowledge of MBAC programs
• Bilingual Spanish speaking skills are highly desirable

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 Office Program Assistant
• Works closely with MBAC Full-Time Staff, Program Assistants and Instructional Staff

EMPLOYMENT CATEGORY: Part Time, Range I, Step 1 – Starting Rate: $16.30/hour

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.