Student Assistant: Desk Assistant - Residence Life

Student Assistant: Desk Assistant - Residence Life

REQUIREMENTS: must be an undergraduate student

                                   must reside on campus

STATEMENT OF PURPOSE

Reporting directly to an Assistant Community Director, the Desk Assistant (DA) is responsible for assisting in creating an enthusiastic, inclusive, safe, and welcoming environment for all residents and guests of the assigned community. The DA is responsible for ensuring a secure community, by allowing only residents and properly registered guests building access. The DA is expected to act as a representative of the department and to utilize proper service etiquette when addressing the needs of all residents, staff members, and guests within the Montclair State University campus community. Desk assistants will work between 16 and 20 hours per week when classes are in session, this includes overnight and weekend responsibilities. This position is required to work during breaks and may work up to 30 hours per week during the breaks.
 

PRIMARY RESPONSIBILITIES

• Greet people as they enter the building and exit the building with a welcoming attitude.
• Provide superior customer service to all community members.
• Remain alert and engaged in the building community at all times.
• Check the identification of each person who enters the building to verify residential status.
• If permitted, register guests according to the established guidelines and procedures.
• Complete check-in and out procedures for residents moving in or out of the residence hall community.
• Ensure confidentiality of all private or protected information obtained in the course of job duties.
• Complete and log lockouts for resident students.
• Follow all policies and procedures related to access control (ID cards, keys, lockouts, Watchman boxes).
• Assist with the organization and management of desk operations or office, through the use of designated forms and reports, including check-ins, check-outs, key management, and lockouts.
• Complete logs for key use, cart sign-outs, equipment sign-outs, etc.
• Encouraged to build strong relationships with other members of the community.
• Accurately record hours worked in Workday.
• DAs may be cross-trained for multiple tasks and desks and will be prepared to work in multiple areas as assigned.
• DAs will never leave a desk unattended unless there is a specific instruction from a professional staff member for a specific time frame.
   

ADDITIONAL DUTIES AND RESPONSIBILITIES 

• Be knowledgeable about campus and community resources and ready to refer students as appropriate.
• Create an inclusive environment by demonstrating respect for all students, of all races, ethnicities, nationalities, gender identities, sexual orientations, religions, abilities, etc.
• Keep a detailed record of any situations or incidents that happen in the buildings.
• Complete accurate incident reports immediately following any policy violation or safety concern.
• Submit work orders as needed and contact appropriate professionals for urgent facilities concerns.
• Be familiar with and enforce rules, policies, regulations, and use of procedures outlined in the Community Living Guide, Student Code of Conduct, and the Residence License and Dining Agreement.
   

TIME COMMITMENTS

WEEKLY TIME COMMITMENTS

• DAs are expected to work between 16 and 20 hours weekly.
  • On occasion, DAs may be permitted to work a minimum of 14 hours weekly with supervisor approval.
  • DAs are permitted to work a maximum of 20 hours weekly.
    • During break periods, when no classes are in session, staff members may increase their working hours to a maximum of 35 hours weekly.
  • DAs assigned to work in halls with 24-hour desk operations are required to work a minimum of three (3) overnight and/or weekend (Saturday or Sunday) shifts weekly.
• Participate in weekly staff meetings on Wednesdays from 2:00 PM to 4:00 PM. As such, all DAs are expected to keep their schedules clear during this time and cannot schedule classes or outside commitments that would interfere with this requirement.
• Participate in regularly scheduled one-on-one meetings with assigned supervisor.
• DAs in all buildings must be available to participate in desk coverage when the University is closed, including over Thanksgiving weekend (Wednesday-Sunday), throughout Winter Break, Spring Recess, and Easter weekend.
   

RESIDENCE LIFE STUDENT STAFF EXPECTATIONS

RESIDENCY AND ACCOUNT EXPECTATIONS:

• This position is for the entirety of the 2024-2025 academic year as well as pre-and post- semester training programs, openings, and closings. This position is a yearlong commitment.
• Student staff members are required to live in the residence halls. In the event that a staff member cancels a booking or vacates their housing assignment, their employment will be terminated.

COMPLETION OF REQUIRED DOCUMENTS

• All Human Resources Paperwork (I-9, etc.) must be submitted and accepted by Human Resources by June 1 or the next business day, or the job offer will be rescinded.

TERMS OF EMPLOYMENT

CLASS STANDING

• Desk Assistants must be full-time undergraduate students and have at least 12 completed credit hours prior to starting in the DA role.
  • Graduate students and students enrolled in certification programs are not eligible for this position.

CONFLICTS OF INTEREST

• Residence Life Student Employees cannot participate in activities that would create a conflict of interest or that would conflict with mandatory events or requirements. Positions include but are not limited to:
  • Residence Hall Association Executive Board
  • Student Government Association Executive Board
  • Orientation Leader
  • University Fellows

ACADEMIC STANDING

• Student staff members are expected to maintain a cumulative and semester grade point average of 2.75 or higher.

CONDUCT STANDING

• Student staff members are expected to remain in good disciplinary standing (i.e., may not have a current conduct sanction, such as a warning or probation; cannot have a residential persona non grata status.