Visitor Management and Reception Coordinator

3 weeks ago

Dallas, Texas, United States St. John's Episcopal School Full time
Position Purpose
The Visitor Management & Reception Coordinator is the primary front-facing contact with all visitors to the School.

In this role visitors and community members are greeted, securely checked in if needed, and further directed / assisted in their visit to the School.

Key Accountabilities

  • Manage the operations of the central reception area and communications hub for the School by promoting positive relations with a friendly, enthusiastic, calm, and efficient manner.
  • Welcome and assist all students (including those walking and biking), parents, staff, and the public with officially entering and departing campus.
  • Answer School phone system and respond to inquiries.
  • Screen calls and appointment arrivals for the administrative staff.
  • To support student safety, manage the School's student attendance recording system (School Pass) to include documentation of students checking in and out during the school day plus coordination with faculty to ensure timely arrivals and departures.
  • Oversee management of late item arrivals for students and food and general deliveries. Provide timely notification of delivered items for pickup and disburse packages and daily mail to appropriate administrative offices.
  • Collaborate with the Chief of Technology and Security on the development of policies and procedures that support the School to function in a safe and secure manner while creating a welcoming environment for visitors.
o In concert with the School's security infrastructure, be able to identify vehicles as they
drive on to campus to ensure a safe environment for all St. John's constituents.
o Work closely and communicate with administrative and security personnel to ensure
the front reception area of the School is staffed.
o Closely monitor all security cameras and report any deviations from security protocols
to security personnel.

  • Cultivate culturally competent front desk procedures by establishing and maintaining a respectful and conscientious environment.
  • Provide clerical assistance to assigned administrators.
  • Fulfill other duties as assigned. Participate fully in the School community through event attendance, or by other means.
Opportunities and Challenges

The Receptionist plays an integral role in mirroring the School's mission to all visitors, parents and others when entering the School.

In this role, acute awareness of surroundings, cars entering campus, pedestrians entering on foot is imperative.

The receptionist must:

  • Model the St. John's Code of respect, responsibility, honesty, and care.
  • Embrace the School's Episcopal identity, ethos, and commitment to respecting the dignity of each individual.
  • Collaborate with team members (Administrative and Security) on policies and procedures as they relate to the management of school traffic, ease of ingress and egress, student departures during the school day, and emergency evacuation and weather-related dismissals.
  • Play an active role in the School's internal operations and participate with suggestions regarding procedural improvements.
  • Demonstrate a willingness to volunteer to participate in the life of the School as it relates to personal interests and talents.
Growth Mindset

  • Demonstrate commitment to personal and professional growth. Be able to meaningfully receive, reflect on, and apply feedback to one's professional growth.
  • Attend and contribute to regular all-employee meetings and any committee opportunities.
  • Attend trainings, conferences and professional meetings to remain current with the latest trends affecting the position or other relevant professional development opportunities.
Qualifications

  • Ideal candidates will have at least two years of experience in customer service or service oriented roles. A high school diploma is required, bachelor's degree preferred.
  • Must meet minimum technology proficiency standards, including the ability to manage online student information and attendance systems, and to use Microsoft 365.
  • Demonstrate advanced verbal and written communication, and active listening skills.
  • Demonstrated high emotional intelligence with related social skills – discernment, empathy, patience, adaptability, and problem-solving capabilities.
  • Demonstrated ability to be punctual and work independently.
  • Ability to multi-task and demonstrate calmness under pressure.
Physical Requirements

  • Ability to lift approximately 30 lbs.
  • Ability to work weeknights and weekends when required.
  • Ability to work with children and adults in indoor and outdoor settings.
  • Ability to work in an on-campus setting.

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