GUD Desk Clerk

Desk Clerks in the GUD Halls provide 24 hour assistance to residents in Sherman and Daniels Halls. They report to the Housing Representative, and work with the Complex Director and Resident Director, as well as the GUD Resident Advisors and Multicultural Advocate.

There three primary roles: Desk Clerk, Night Desk Clerk, and Mail Clerk.

I. Service Desk Clerk

The Service Desk Clerk is responsible for maintaining service in Sherman and Daniels Halls during the hours of 7:00 a.m. to 11:00 p.m.

Job Duties

  • Provide quality customer service to residents, parents, alumni, conference guests, staff, and any other members of the campus community.
  • Process resident arrival and departure, which includes key distribution, database management, and related notifications.
  • Provide appropriate referrals to resources and information through various communication methods, such as email, phone, website, and interpersonal interaction.
  • Maintain accurate records within information databases, journals, or logs.
  • Monitor building security as it relates to resident access cards, keys, and entry/exit points.
  • Notify appropriate personnel of any emergencies or urgent situations. Assist staff during emergencies if requested.
  • Maintain appropriate communication with the Resident Advisor on Duty regarding emergencies or urgent situations after 5:00 p.m. during the week, and 24 hours a day on weekends.
  • Receive and process packages and parcels in a timely and efficient manner.
  • Issue and maintain accountability for keys, movies, tools and various supplies.
  • Observe professional policies and expectations as outlined in the Employment Agreement.
  • Maintain confidentiality.
  • Attend regularly scheduled mandatory staff meetings.
  • Work shifts scheduled during finals weeks, university breaks, and on designated holidays.

Knowledge, Skills and Experience Required

  • Must be in good academic and conduct standing with the University and enrolled as a full time student.
  • Must have excellent customer service skills.
  • Must have proper judgment and excellent problem-solving skills when working with customer complaints or addressing emergency situations.
  • Must adhere to University and Housing policies.
  • Experience living in a residential hall setting on a college campus preferred.
  • Experience working with a diverse population, especially international students, preferred.

II. Night Desk Clerk

The Night Clerk is responsible for the service desk from 11:00 p.m. to 7:00 a.m. The Night Clerk is available for an eight-hour shift for the entire semester.

Job Duties

  • Make regular rounds of the Residence hall and complete the night clerk log sheet.
  • Check each outside entrance door to be sure that they are locked.  
  • Mail forwarding.
  • Post pre-approved flyers/posters on the bulletin boards.
  • Bulk mail distribution, (no specific address on the envelope) as requested by staff.
  • Enter Maintenance Service Requests
  • Follow procedures for checking resident’s in/out during opening and closing.
  • Collect fees and process transaction (Uarco sales, laundry and vending sales).
  • Assist Staff during emergencies. Notify the Duty person with any emergencies or problems, which occur after 4:30 p.m or on the weekends.
  • Document inappropriate behavior and alert the duty person.
  • Maintain security in the residence hall. 
  • Issue equipment and keys as needed.
  • Maintain office confidentiality.
  • Attend scheduled Clerk meetings as required.
  • Be willing to substitute.
  • Other duties as assigned.

Knowledge, Skills, and Experience Required

  • Must be in good academic and conduct standing with the University and enrolled as a full time student. 
  • Must have excellent customer service skills.
  • Must be able to adhere to University and Housing policies.
  • Must be able to work independently by their self.

III. Mail Clerk

The Mail Clerk is directly responsible for the distribution of the U.S. Mail, Campus Mail, UPS and Express/Special Delivery notices.  The Mail Clerk also distributes the newspapers into the mailbox or creates a package slip to be placed in their mailbox.  Large mailings such as phone bill, etc. is to be distributed by the mail clerk.  Mail Clerks works approximately 2 – 3 hours or less daily.

Job Duties

  • Must be willing to commit to doing mail for the entire semester.
  • Maintain a current updated listing of names and room numbers.
  • Label below each assigned mailbox the current resident name and room number.
  • Be available to work when Campus mail is delivered twice daily Monday – Friday approximately around 10 – 10:30 a.m. and 2 – 2:30 p.m.  The U. S. mail is delivered once a day between the hours of 11:30 a.m. – 1 p.m., Monday through Saturday. Distribute mail by 5 P.M
  • Place mail slips written by the office staff in the residents mail box notifying residents they have received mail which does not fit into their regular mail box such as deliveries from UPS, Federal Express, flowers, and mail items too large to be placed in the residents mail box.
  • Distribute newspapers and maintain the updated list of people who receive newspapers and the days of delivery.
  • The mail clerk is responsible for finding their own substitute for their assigned shift
  • Record accurately the hours you worked on your time card/sheet.
  • Remember if you work as a Night Clerk you cannot work that day (if you are working on a Friday night than you can NOT work during the day on Friday).
  • Attend the scheduled Clerk Meetings.
  • Other duties as assigned.
  • Refer to the Desk Clerk Manual for additional information.

Knowledge, Skills, and Experience Required

  • Must be in good academic and conduct standing with the University and enrolled as a full time student.  It is the clerk’s responsibility to notify the Housing Representative of a change in their enrollment status.
  • Must be able to work independently.
  • Must be well organized.
  • Must maintain confidentiality of mail delivery.