Front Office Associate

1 day ago

Minneapolis, Minnesota, United States Summit Academy O I C Full time
Job Summary

We are seeking a highly organized and detail-oriented Front Office Associate to join our team at Summit Academy OIC. As the first point of contact for all visitors, you will play a critical role in managing front office operations, facilitating recruitment outreach, and providing essential administrative support.

Key Responsibilities
  • Manage a multi-line switchboard, answering all incoming calls and directing inquiries to the appropriate department or staff member.
  • Greet and assist all visitors, ensuring they sign in and are escorted while on campus.
  • Maintain the appearance and organization of the reception area, ensuring it is welcoming and professional.
  • Monitor building access, ensuring all visitors follow security protocols.
  • Oversee front desk supplies and inventory, ensuring availability of materials like visitor badges and student information packets.
Recruitment Support
  • Conduct outreach to prospective students by making follow-up and recruitment calls as directed by the Recruitment Manager.
  • Record and report daily call activity and outcomes to the Recruitment Manager.
  • Assist with recruitment events and activities, providing logistical support and ensuring smooth execution.
  • Prepare student information packets and recruitment materials to distribute to prospective students and visitors.
  • Track and input prospective student inquiries and follow-up actions into the student database (CRM).
Administrative Duties
  • Coordinate student appointments, including scheduling testing and financial aid meetings.
  • Manage student attendance confirmations and enter data into the student database, ensuring accurate and up-to-date records.
  • Distribute student parking permits and other administrative items as needed.
  • Assist the Enrollment Team with other administrative tasks such as generating reports, updating records, and managing files.
Requirements
  • High School Diploma or GED: Minimum educational qualification.
  • 1-2 years of experience in a receptionist or administrative role within a professional office environment.
  • Experience in customer service: Proven ability to engage and interact professionally with diverse individuals, providing a welcoming and responsive front office experience.
  • Familiarity with phone systems and office technology: Experience handling multi-line phone systems, scheduling tools, and managing office supplies.
  • Basic knowledge of CRM systems and data entry: Experience tracking and managing customer data and appointments, ensuring accurate and timely information entry.
Preferred Qualifications
  • 2+ years of experience in a receptionist or administrative role within a professional office environment.
  • Experience in an educational or nonprofit setting: Exposure to working in environments with diverse stakeholders such as students, donors, and government representatives.
  • Recruitment or outreach experience: Prior experience in recruitment, outreach, or related administrative tasks, such as contacting prospective students, tracking inquiries, and supporting enrollment processes.
  • Proficiency with Microsoft Office Suite: Advanced skills in Word, Excel, and Outlook to manage communications and administrative tasks efficiently.
Work Environment

This role operates in a professional office setting. Regular use of office equipment such as computers, phones, copiers, and filing systems is required. The position is largely sedentary but may involve occasional lifting, standing, and walking as needed.

Physical Demands

This is largely a sedentary role; however, some filing and distribution of mail and packages is required. This would require the ability to occasionally lift light loads, open filing cabinets and bend or stand as necessary.

Position Type and Expected Hours of Work

This is a part-time, non-exempt position under the Fair Labor Standards Act (FLSA). It is eligible for overtime pay if previously approved hours exceed 40 per week. The expected hours of the position are Monday through Thursday: 4:00 p.m. – 9:00 p.m., Saturday 8:15 a.m – 4:30p.m.

Travel

No travel is expected for this position.

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