Residence Hall Desk Assistant (Fall25)

Job Description

The Desk Assistant (DA) is a student staff member of Housing and Residential Life who assists in developing an environment conducive to comfortable living by providing excellent customer service at the residence hall front desk or mail room. DAs help residents by answering questions from students and guests, disbursing mail and packages, answering the phone, and checking out equipment. A primary responsibility of this position is handling federal mail, including but not limited to: receiving, sorting, and processing incoming/outgoing mail according to US Postal Service requirements.

Staff members may choose how many hours they would like to work each week, up to a maximum of 20 hours a week. Most students work an average of 15 hours a week, depending on shift coverage needs and staff availability.

Compensation: $10.00/hour

Supervisor: Residence Director or Front Desk Operations Coordinator

Conditions of Employment:

• Maintain enrollment for at least six semester credit hours in the fall and spring semesters unless specific position requirements designate that the student employee must be enrolled full time.
  • If the student employee wishes to take more than 18 credit hours or less than the minimum credit hours for the given semester, they must receive written approval from the appropriate unit director or their designee.
• While enrolled with Texas State University, student employees may not work more than a total of 25 hours per week and may not be scheduled to work during class times.
  • International students may work a maximum of 20 hours per week while they are enrolled and attending classes.
• The student employee must remain in good academic standing and is required to maintain a minimum semester and cumulative GPA of 2.5. The last fall or spring semester (long semester) will be considered for the semester requirement. The overall Texas State GPA will be counted for GPA.
  • This requirement is waived for first semester students.
  • The job agreement may be terminated after one semester of probation if the GPA requirements are not met, or if the student employee’s cumulative and/or semester grade point average falls below a 2.0.
  • Newly hired student employees cannot start their employment on GPA probation.
  • In the event where the student employee is terminated due to low GPA, the student employee must maintain a semester/cumulative GPA higher than 2.5 for at least two long semesters before reapplying for the position.
• The student employee must complete required university compliance training and other training assigned to the student worker. Compliance requirements must be kept up to date for all annual training.
• The student employee must act in accordance with all federal, state, and local laws and remain in good judicial standing with TXST.
  • If a student employee is subject to a student conduct or administrative review process, decisions made will be viewed as separate processes from employment performance management.
  • Student employees must act as role models, demonstrating good conduct and positive contributions to the campus community as student employees may be viewed as a representative of the department and institution.
• Hourly student employees are responsible for submitting working hours in SAP by the Payroll Deadlines for the applicable fiscal year. Payroll Deadlines may be found at https://www.txst.edu/payroll/payroll-calendars.html. Submitting working hours on time is required in order to receive timely pay for hours worked.
• The student employee position is security-sensitive, and a security screening/background check must be performed before the first day of work. Student employment is contingent on the results of the background check.
• Student employees who fail to comply with department and supervisory expectations, training, and guidelines as outlined will be subject to the student employee performance management process.
• Student employees are not guaranteed reappointment to their student employee position semester-to-semester and academic year to academic year.
  • Student employees’ reappointment will be determined based on performance evaluations completed semesterly.
• The student employee may be terminated from their positions in accordance with U.P.P.S. 07.07.04: Student Employee Termination, Separation, and Grievance Procedures and with the express approval of the appropriate authorities representing DHRL.

Preferred Qualifications:

1)   Previous experience in an office environment

2)   Previous employment with customer service

3)   Strong organizational and computer skills

4)   Knowledge of on-campus resources for students

5)   On-campus involvement in student organizations and/or leadership opportunities

6)   One or more semesters of living in the residence halls

7)   Live in Texas State residence hall during employment as Desk Assistant

8)  Daytime (10am-4pm) availability STRONGLY preferred

Responsibilities:

1)   Report situations that may jeopardize the safety of the residence hall to the appropriate personnel in a timely manner.

2)   Provide prompt, courteous and efficient customer service while working at the desk.

3)   Serve as a communication liaison between hall residents and hall staff, including taking complete messages in a professional and legible manner.

4)   Monitor all individuals entering a residence hall to ensure that only residents and their guests are permitted in the building.

5)   Perform administrative duties as assigned by the RD or Front Desk Operations Coordinator, including but not limited to: completing all logs accurately and legibly, assisting with check-in and check-out procedures, and submitting work orders.

6)   Receive, sort, and process incoming mail. Bundle and sort outgoing mail according to US Postal Service requirements.

7)   Receive and sign for overnight/priority mail such as Fed-Ex or for certified return receipt mail. 

8)   Maintain accurate records of packages received, returned, or picked up using provided logs.

9)   Send e-mail notifications and reminders about packages to residents.

10) Follow established procedures regarding the use and distribution of University keys.

11) Adhere to established Front Desk dress code and expectations; maintaining a neat and clean appearance at the desk, at all times.

12) Ability to maintain confidentiality and manage confidential information appropriately.

13) Be familiar with and abide by all University and departmental policies.

14) Be familiar with the roles and responsibilities assumed by other University personnel.

15) Have thorough knowledge and abide by the Student Rights and Responsibilities policies and procedures.

16) Perform specific tasks in priority order (including task assignments) as assigned by the RD.

17) Other duties as assigned.