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The Office Assistant is a part-time, undergraduate, student staff member of the Department of Residential Life at Mercy University. As a student, the OA manages Frond Desk Operations for the Department of Residential Life. The Office Assistant works closely with and is directly responsible to their immediate supervisor and to the Director of Residential Life. 

The qualifications, requirements, and major areas of responsibility of the Office Assistant position include the following: 

A. Qualifications for Application 

The following criteria must be met in order for a student to be given initial consideration as a OA candidate: 

1. Must be currently enrolled as an undergraduate student at Mercy University  

2. Must possess a minimum Mercy cumulative grade point average of 2.75 (undergraduate). 

3. Cannot be on University probation at the time of application per the Conduct office  

4. Must be eligible for Federal Work Study 

5. Preference will be given to Residential Students at Mercy University or commuters who live within a 15-minute radius of the Dobbs Ferry Campus  

B. Compensation 

Office Assistants will be paid hourly for their work at the current minimum wage  

C Office Assistant Policies/Requirements  

Staff Conduct 

As an employee of the Department of Residential Life, the Division of Enrollment Management and Student Engagement, and Mercy University, an OA is expected to represent the department, division and university in a positive manner at all times. An OA is expected to conduct themself in a fashion that demonstrates support for supervisors, other OAs, University Housing employees, Student Life administrators, and other university staff. An OA may not become involved in activities that impede the official business of the university or inappropriately demonstrate a lack of support for university staff, policies or procedures. 

Academic Standing 

An OA is required to be enrolled as a full-time student. Any exceptions to this must be approved by the direct supervisor and the Director. Full-time enrollment is defined as a minimum of 12 credit hours for an undergraduate student.  RAs may not enroll in more than 18 credit hours per semester.  

An OA must maintain “Good Standing” while employed by Residence Life. “Good Standing” shall be defined as maintaining a minimum cumulative and semester grade point average of 2.75 (undergraduate).  A Office Assistant’s agreement will be terminated for the following reasons: failure to achieve “Good Standing” status after one semester of probation, or the OA’s cumulative and/or semester grade point average falls below a 2.0 (undergraduate). 

OA Agreement Dates/Holiday and Break Periods 

Residential Life areas remain open all year round (365 days a year). The OA appointment begins approximately two or three weeks prior to the beginning of the Fall semester and ends several days after the semester ends. The OA is expected to be available to work during these established agreement dates, including holiday and break days or periods when the university is closed. Residential Life areas do remain open during Thanksgiving, the Winter Break (in December), and Spring Break. During these periods, OA staff will be required to remain on campus and fulfill their OA responsibilities. The level of OA staff coverage will be determined prior to each break period, though each OA should plan to work at least one of these extended break times (and if no one is volunteering to stay, then the direct supervisors for each area will need to appoint OA staff to be on duty). 

Retention and Reappointment 

The first semester of employment for all Office Assistants is considered a probationary period and continued employment is contingent upon all job expectations being met and a positive performance evaluation.   

The direct supervisor for the OA and/or the Director reserve the right to terminate an OA Position any time if job expectations are not being met or if there are any ethical, moral, personal, academic or attitudinal problems that are interfering with the OA’s ability to do their job.  OAs will be terminated if they are violating University policies, and/or found to be responsible for policy violation(s) through the University and/or the Residential Life Student Conduct System.  OAs that successfully complete their OA agreements and would like to continue in the OA position will have the opportunity to re-apply for future OA positions. There is no “seniority” awarded for continuing in the OA position. 

D. Welcome Desk Responsibilities 

It is extremely important that OAs make an effort to connect with residents within the building. It is the OA’s rapport with other students that determines their effectiveness.  To promote a supportive and friendly environment for residents, an OA is expected to:  

1. Accept and encourage the diversity of beliefs, values and interests of all Mercy residents. The OA must be consistent in behavior toward all students, regardless of race, ethnic background, socioeconomic status, sexual orientation, physical challenge, religion, etc. 

2. Know campus and community resources that are available to help students and be able to effectively refer them. 

3. Be available, visible, and accessible to residents during all Welcome Desk Shifts by wearing the provided uniform and name tag. 

4. Identify and offer assistance to students who have personal, academic, health, or other problems. Report concerns to their direct supervisor immediately. 

By accepting employment with the University, the OA has accepted responsibility for understanding, adhering to, and enforcing all University and Residential Life policies. RAs serve as role models and leaders for all Mercy students. The OA is required to: 

1. Set an example by adhering to all University and Residential Life rules and regulations. Also, OAs must abide by New York State Law and Federal Law at all times. 

2. Assist students in knowing what is expected from them and the reasons for these expectations. 

3. OAs must report all policy violations and assist in the student conduct process as needed. 

4. OAs must understand the limitations of their authority and seek assistance from their supervisors and/or Campus Safety when necessary. 

5. Perform other duties related to policy enforcement, confrontation, etc. as assigned. 

The OA is required to perform a variety of duties that contribute significantly to the smooth functioning of the Residential Life community. 

1. Work agreed upon Welcome Desk Shifts 

2. Encourage residents to promptly report necessary repairs and problems to a Residential Life team member. 

3. Have references available, including but not limited to the ID Card confirmation system, Guest Logs, Starrez, SharePoint, and Microsoft Teams. 

4. Assist with questions and concerns brought to the Office by residents, prospective families, and Staff members.  

5. Promote positive experiences with Residential Life by providing their full attention to those at the Welcome Desk: 

Not wearing over-ear or in-ear headphones 

Avoiding taking non-work-related phone calls while at the Welcome Desk 

Addressing all students, staffs, guests, and visitors when they enter the building  

Prioritize conversing with students, staffs, guests, and visitors, as well as any task provided by the Supervisor rather than homework or personal tasks while at the Welcome Desk 

6. Participate in all OA training sessions (including those scheduled prior to the start of each semester). 

7. Attend all OA in-service sessions and/or meetings requested by their Direct Supervisor 

8. Play a positive role in staff relationships (be flexible, sensitive and understanding of others), including providing support and volunteer assistance as needed. 

9. Performs all other administrative duties as assigned by supervisor and/or the Director of Residential Life