Front Desk Assistant - PREPs Office
Front Desk Assistant – Pre-Professional & Career Preparation office with School of Science
**This is a summer 2022 position with potential to continue into 2022/23 academic year**
Seeking those with availability Monday-Friday 10am-4pm. MUST include availability in cover letter.
The Pre-Professional & Career Preparation for Science Students (PREPs) office provides comprehensive career and pre-professional services to help science students navigate their professional journey. PREPs offers advising, programming, and resources to help students develop skills and meaningful connections to achieve post-graduation goals.
The Front Desk Assistant communicates with students regarding PREPs advising, schedules appointments, assists with student check-in, answers phone and email, and collaborates with the PREPs professional staff regarding a variety of clerical projects. Open to both work study and non-work study students.
PLEASE INCLUDE THE FOLLOWING WITH YOUR APPLICATION: A resume, a cover letter with your weekday availability, work study FAN letter (if eligible)
Essential Duties & Responsibilities
- Support general office functioning by helping with student appointment check-in, answering phones, answering emails, and assisting with daily office tasks.
- Utilize Handshake system to review, schedule, and manage student appointments with PREPs advisors. (Training on Handshake system will be provided)
- Educate students on resources and services for professional school preparation, resumes, cover letters, and job search during events, tabling, walk-in hours and other programs.
- Assist with summer projects as needed (updating resources, reorganizing office literature and giveaways, etc.)
- May assist in development and management of social media plans via utilize Twitter, Instagram, Facebook, etc. to promote science related opportunities, PREPs events, programming, and services.
- Create and post announcements, job and professional school advertisements in physical locations and/or electronically.
- Represent the Pre-Professional & Career Preparation for Science Students (PREPs) office during tabling, campus events, promotional events, etc. as needed.
- Extensive use of Microsoft Office software and opportunity to utilize publishing/editing software for creating marketing materials.
- Attend weekly one-on-one meetings scheduled with supervisor to review ongoing tasks, projects, and needs.
- Other tasks and assignments as needed or designated by supervisor and/or staff.
- Student worker may have the opportunity to work on a variety of projects. Projects may be a direct request from a PREPs staff member or may be an approved idea of your own.
Knowledge, skills, and abilities gained in this role
PREPs student staff will receive training and support regarding all aspects of job responsibilities from their PREPs supervisor and Lead Student Worker. The PREPs office is dedicated to student learning, growth, and professional development. Students in this role will gain the following knowledge, skills, and abilities in alignment with the Profiles of Learning for Undergraduate Success (PLUS).
Profile 1: Communicator
- Listen actively when assisting students in scheduling advising appointments that best serve their career and pre-professional needs
- Build relationships with PREPs professional staff and other student staff by collaborating on projects ranging from marketing plans to updating office career/pre-professional resources
- Convey ideas effectively in writing by updating and creating marketing materials that resonate with student. Convey ideas orally by educating students, staff, and faculty regarding PREPs services during tabling and presentations (classroom, orientation, event, etc).
Profile 2: Problem Solver
- Collaborate with fellow student workers and professional staff in regards to ongoing projects and in the successful implementation of PREPs-sponsored fairs and events.
- Persevere in regards to office projects that require research, communication with third parties, and the potential to learn a new software or skill.
Profile 3: Innovator
- Investigate and research materials and information related to an area of interest within PREPs in order to better inform marketing materials, social media, and the creation of students resources. Potential areas include: resumes/cover letters, job search, networking, professional school planning, and more.
- Create/design physical materials that speak to the student population as well as the opportunity to offer new, innovative ideas that may transform current PREPs processes. The PREPs office will encourage ideas that seek to improve student engagement and services.
- Make decisions regarding student engagement plans related to social media, tabling, and presentations. Opportunity to develop strategic plans with ongoing feedback and support.
Profile 4: Community Contributor
- Respectfully engage own and other cultures by communicating professionally and respectfully to the diverse student population that utilizes PREPs services.
- Behaves ethically by maintaining the privacy and confidentiality of students served by the PREPs office for their pre-professional, career, and/or academic needs.
Applicant Qualifications:
- Currently enrolled IUPUI student; GPA of 3.0 or higher, preferred
- Familiarity with Microsoft Office (Word, Excel, outlook, and PowerPoint) as well as have the ability to adapt to new technologies
- Ability to communicate effectively and positively with others in person, via phone, and via email
- Ability to work both independently and on a team
- Ability to communicate to students, staff, and faculty in a professional manner
- Ability to take initiative with tasks and projects
Preferred Qualifications:
- Knowledgeable about PREPs office and services
- Customer service experience
PLEASE INCLUDE THE FOLLOWING WITH YOUR APPLICATION: A resume, a cover letter with your weekday availability, work study FAN letter (if eligible)