Receptionist

2 months ago

San Antonio, United States St. Mary's University Full time

The receptionist attends to all visitors to the Office of Admission and responds to inquiries via phone, email, and in-person. The position serves as the front-line customer service representative for all teams (Undergraduate, Graduate and Enrollment Operations) within the Office of Admission.

ESSENTIAL DUTIES & RESPONSIBILITIES include the following:

  • Greets on-site visitors, and answers, screens, and directs phone calls with appropriate assistance
  • Assists in managing the front desk operation and reception area with the daily opening and closing of the Office of Admission.
  • Maintains office supplies and control inventory relevant to the front desk operation, reception area, and general admission collateral provided to all on-campus visitors and prospective students.
  • Responds and/or forwards messages appropriately for all incoming e-mails to the general Office of Admission email inbox for timely follow-up
  • Provides general administrative and clerical support including, but not limited to, filing, copying, sorting and routing mail.
  • Assists all teams within the Office of Admission to include at times the Office of University Communications Events team with prospective student and college counseling partner outreach campaigns via phone, text, and virtually as needed for recruitment and/or event confirmation or follow-up
  • Assists in retrieving and updating student information utilizing Excel, Banner, and Slate software
  • Assists in scheduling appointments, updating appointment calendars for Admission staff members and ensures knowledge of the Office of Admission's staff coverage schedule in and out of the department
  • Assists in proper scheduling of campus tours (all daily individual and group tours both in-person and virtual) and additional campus visit components such as admission counselor, financial aid, and/or faculty sessions for prospective students
  • Assists as needed completing clerical duties in support of recruitment events for the university
  • Assists in the supervision, training, and coordination of the Diamondback Tour Guide program and Student Assistant (college work study) program
  • Performs other duties may be assigned
QUALIFICATIONS:
  • High school diploma or GED required
  • 1 to 2 years of customer service support required; Experience in an office environment or Higher Education strongly preferred.
  • Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)
  • Must clear and maintain a favorable background investigation and clearance
  • Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
  • Must have the ability to demonstrate basic knowledge of MS Office (Word, Teams, Power Point, Outlook [email and calendar]); Experience with virtual meeting platforms such as zoom.
  • Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
  • Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
  • May be required to work more than 40 hours a week to accommodate University events and projects.
PHYSICAL DEMANDS:
  • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
  • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
  • Constantly operates a computer and other office productivity machinery.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer. The University is committed to furthering diversity, equity, and inclusion and encourages all qualified candidates apply.

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