Summer Office Support Associate (Undergraduate)

Position Title: Office Support Associate

Organization: IUPUI School of Science

Department/Office: Office of Pre-Professional & Career Preparation (PREPs)

Hourly Wage: $12.00

Number of openings: 1

Reports to: Assistant Director of Employer & Career Services

About the Department

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.

About the Position

The Office Support Associate communicates with students regarding PREPs services, schedules appointments, assists with student check-in, answers phone and email, and collaborates with the PREPs professional staff regarding a variety of clerical projects.

The position will also occasionally involve assisting with social media, event activities, and other special projects as needed.

Open to both work study and non-work study students.

Open to undergraduate students only.

PLEASE INCLUDE THE FOLLOWING WITH YOUR APPLICATION: A cover letter, resume, summer weekday availability, and work study financial aid notification 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, drop-in hours and other programs.
• May assist in development and management of LinkedIn social media plans to promote science related opportunities, PREPs events, programming, and services.
• Represent the Pre-Professional & Career Preparation for Science Students (PREPs) office during campus events, promotional events, etc. as needed.
• Extensive use of Microsoft Office software
• Other tasks and assignments as needed or designated by supervisor and/or staff.

Desired Minimum Qualifications:

This position is open to undergraduate students only.

Availability:

• We are looking for someone who is available Tuesdays & Thursdays, 9:00 AM - 4:00 PM.

Education and Experience:

• Minimum Sophomore academic standing; GPA of 3.0 or higher
• Familiarity with Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Demonstrated ability to communicate effectively and positively with others in person, via phone, and via email
• Takes initiative to ask questions and complete tasks in a timely manner
• Ability to work both independently and on a team
• Ability to communicate to students, staff, and faculty in a professional manner

Preferred Qualifications:

• Knowledgeable about PREPs office and services
• Customer service experience

Knowledge, Skills, and Abilities:

• Demonstrated skill in both oral and written communication
• Working knowledge of Microsoft Office Word, Excel, and PowerPoint, as well as Adobe Acrobat
• Comfortable answering the phone, routing phone calls and returning calls when necessary
• Ability to work effectively with diverse populations
• Ability to professionally communicate with students, staff, faculty, administrators and outside visitors
• Ability to learn new technology/systems to assist with office support
• Ability to positively represent IUPUI and the PREPs Office

In accordance with the IUPUI Profiles of Learning for Undergraduate Success, experience in this position will help students become acquainted with the following profiles:

• Communicator – The ability to listen, write, and speak effectively. The ability to assess a situation, seek multiple perspectives, gather more information if necessary, and identify key issues that need to be addressed.
• Innovator – The ability to design, plan, organize, and implement projects and tasks within a specific timeframe.
• Problem Solver –The ability to manage multiple assignments and tasks, set priorities, and adapt to changing conditions and work assignments. The ability to find/create solutions to problems using creativity, reasoning, past experiences, and available information and resources.
• Community contributor – The ability to demonstrate a sensitivity and awareness to other people and cultures. The ability to relate to co-workers, and inspire others to participate. The ability to maintain a productive climate and confidently motivate, mobilize, or coach other employees/students.

PLEASE INCLUDE THE FOLLOWING WITH YOUR APPLICATION: A cover letter, resume, summer weekday availability, and work study financial aid notification letter (if eligible)