Front Office Assistant

Who we are:

The Biology Department is a part of the School of Science and is dedicated to the success of student learning. Our faculty have a deep commitment to making creative, groundbreaking discoveries and invite our students to be part of them, contributing to research projects and in our faculty labs. The skills and understanding our students cultivate in our biology programs can help them in life as well at work, whether pursuing a job in law, education, medicine, business, or another field.

Position Summary:

The Front Office Assistant is a part-time, work-study eligible employee who is an undergraduate student. This position answers queries of and greets visitors to the Biology Department using excellent customer service skills and answers phone calls to the general phone line. Maintaining mailroom, kitchen, and office organization, including copying, filing, and other duties as assigned.

Essential Duties and Responsibilities (percentage breakdown)

40% Answer phone, greet and assist visitors.

20% Office organization includes filling copiers, staplers, scanning and copying jobs are completed, placed in proper mailbox and notification sent to requesting person.

15% Mailroom organization includes take outgoing mail to the mailroom and distribute incoming mail. Notify recipients of package deliveries.

10% Kitchen organization includes maintaining clean and organized space, and maintaining the coffee station, assist with event planning and food orders.

5% Other duties as assigned.

Tools and Equipment Used:

Computer (including Microsoft Office Suite), telephone, scantron machine, and copy, print and fax machine.

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.

While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee is occasionally required to walk, use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 30 pounds. 

Work Environment:

Front-facing dedicated workstation in an open space. Workstation includes a computer, telephone, and office accessories. This position is the point of first contact when entering the Biology Department.

Students in this position will become acquainted with the following profiles:

Communicator – Student will gain skills in written and oral communication by corresponding with employers on and off campus in a professional manner. Student will also gain experience in public speaking and presenting.

Problem solver – The ability to manage multiple assignments and tasks, set priorities, and adapt to changing conditions and work assignments. Student will gain a better understanding of the analysis, development, and implementation process in training and development. The student will also learn how to write a thorough job description and assist employers in recruiting efforts. The ability to find solutions to problems and develop new ideas using creativity, reasoning, and past experiences along with available information and resources to create solutions.

Program Summary:

The front office assistant will need to complete a variety of daily tasks while working in an open office space in a busy department. Duties will generally be assigned by the Office Manager and Administrative Assistant, but the front office assistant will be expected to complete duties and troubleshoot with a moderate degree of independence once training is complete. This role is highly involved with the department faculty, part-time instructors, staff, graduate student, undergraduate students, and visitors to the department.

Desired Qualifications:

Must be an IU Indianapolis student

Must be work study qualified

Thorough knowledge of Microsoft Office, especially Outlook, Word, and Excel

Reliability and excellent organizational skills

Strong oral and written communication skills

Ability to always communicate and act professionally to faculty, staff, and students.