Front Desk Associate

4 weeks ago

Tampa, United States Tampa Preparatory School Full time

OB TITLE: Front Desk Associate

CLASSIFICATION: 12 month/Hourly/Full-time/Non-Exempt

REPORTS TO: Assistant to the Head of School

LAST REVISED: 08/02/202

JOB SUMMARY:

The Front Desk Associate exhibits initiative, dedication, cooperation, punctuality, neatness, regard for confidentiality, and a sense of commitment to the Schools mission. This position reports directly to the Assistant to the Head of School.

ESSENTIAL FUNCTIONS:

Reception:

Answers all telephone calls, provides answers to general questions, and transfers calls to the property party.

Greets, engages, and welcomes all visitors; keeps a register of their arrival and departure, and

issues visitors badges to be worn during visits.

Notifies the appropriate office of a visitors arrival and/or gives directions.

Coordinates telephone messages for students, faculty, and staff.

Has full knowledge of the telephone system including parked calls, nighttime, call transfers, and voicemail.

Maintains the integrity of the front desk area, including its appearance and any other aspect that helps to present a professional workspace.

Verifies and signs for deliveries from UPS, FedEx, DHL and other vendors. Notifies recipients of the arrival of their packages.

Arranges for pick-up of FedEx packages and letters.

Understands the day-to-day happenings in the school to the extent that is necessary to answer incoming phone questions from parents and students (e.g. calendar, events, facilities, ports schedule, exam schedule, etc.).

Keeps a watchful eye on student activity in the front reception area.

Develops and maintains an information binder for the front desk area.

Operations:

Operates paging system; makes student announcements at lunch and after school and makes special announcements for the Head of School and faculty.

Uses walkie-talkie to communicate with security and appropriate personnel in case of emergencies.

Notifies security of any suspicious persons on campus.

Charges the proper departments for postage.

Meter all outgoing mail and maintain a record of the declining balance of the mail meter and add more funds when necessary.

Submits reconciliation to the Business Office.

Add new employees to Visitu.

Updates and maintains internal and external calendars. Works with faculty, staff, and TPPA to ensure calendars are updated and no conflicts are present.

Oversee room reservations within the school.

Update and maintain employee phone lists.

Support:

Assist with clerical duties for Summer Programs, Admissions, Development , and School Store as needed.

Uses Blackbaud modules, Word, Excel, and other computer programs to gather, organize, and distribute information.

Provides support to Upper School and Middle School for special events such as sales for theater and concert events.

All other duties as assigned.

COMPETENCIES:

? Ability to model professionalism, ethical leadership, and adherence to school rules and policies.

? Organizational skills, ability to manage multiple tasks as well as the flexibility to meet job requirements.

? Interpersonal skills, patience, good humor, tact, discretion, and diplomacy in dealing with sensitive circumstances, ability to maintain collegial relations with colleagues

? Excellent verbal and written communication skills

REQUIRED EDUCATION AND EXPERIENCE

? Associates degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired.

? Intermediate to advanced proficiency with technology and software including Microsoft Office, Email, Google Calendar, and Google Drive.

PREFERRED EDUCATION AND EXPERIENCE

? Experience with any school SIS system, ideally BlackBaud.

? Experience working in an academic environment.

EQUAL EMPLOYMENT OPPORTUNITY:

Tampa Prep is an inclusive and open-minded environment that does not discriminate according to race, color, national origin, religion, gender, sexual orientation, gender identity or matters of individual choice. Tampa Prep does not engage in personnel practices prohibited by Federal law. This policy extends to all activities and aspects of the school and specifically to the practices of faculty and staff hiring and management, in student admissions, student evaluation, discipline and student life.

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