Office Coordination: New Employees

Owned by Sara Yilmaz
Last updated: Apr 25, 2024
2 min read

The Administrative Coordinator is in charge of office coordination, this involves setting up a workspace for new employees. This article will provide a checklist and instructions.

Step-by-step guide

  1. HR will include you as a participant on the new hire ticket.

FASS Agent Step-by-step guide

Tasks Before the Employee Starts

  1. Confirm office/workspace location and index to charge work to with supervisor in the new employee ticket
  2. Teams Phone Number: submit a Telecom ticket
    1. Confirm if an existing FASS number will be repurposed or if a new number is needed
    2. Comment on the Jira ticket with the Service Request ID number
  3. Confirm ethernet jacks are active, activate if not: submit NTS ticket 
    1. provide the jack numbers for NTS to activate
      1. These will be found in the office/workspace of the new employee)
      2. Tip: data jack numbers are even
    2. Building 1715 Franklin or 130
    3. Description: Request data activation
    4. comment on the Jira ticket with the Service Request ID number
      1. In the linked IT ticket comment when the data jacks will be live so FASS IT can plan accordingly
  4. Request office key if needed: Key Order Form
    1. submit an advanced key order request on behalf of the new employee
    2. Index: Confirm unit index with supervisor
    3. People: New employee first and last name, 95#, staff
    4. Once the electronic form is submitted, fill out the same information in the physical request form
      1. Once the employee starts - have them sign the key form and sign it as the authorized requester
      2. The key should be ready within 48 hours, go to the key office in the EMU and pick up the key
      3. Give the key to the new employee when they start
  5. Determine if office furniture is needed with the supervisor, place orders as necessary
    1. Get a trash can from Stores if there is not one in the office
  6. Office sign: create an office sign listing the employee's name and title
    1. see attached template 

Tasks Once Employee Starts

  1. Coordinate with FASS HR and Payroll to determine when the employee will attend onboarding meetings
  2. IT workstation set-up - the supervisor normally coordinates with FASS IT and the new employee to get them set up with their workstation.
    1. Ask the supervisor if they would like you to help with that task.
  3. UO ID Card 
    1. direct new the employee to the UO Card office website to submit a request for their new UO ID card
    2. Once the card is ready, escort the employee to the Card Office to pick up their ID card
  4. Access request - the employee will need key card access to the building
    1. Once the new employee has their UO ID card get their 95 number and the prox number in the upper right-hand corner of the card (it should begin with an A or B)
    2. Fill out the card access request form 
      1. Employee name
      2. 95 and prox number
      3. building they need access to (either 1715 Franklin or building 130 for FASS employees)
  5. Give the employee their office key and have them sign and date the key form
    1. return the key form to the EMU Key/Card Office
  6. Update UO Spaces
  7. Add the new employee to FASS Smartsheet if applicable (requester, budget approver, etc.)
  8. Building tour - find a time that works for the employee to show them around the office and introduce them to everyone


Documents