Receptionist - Front Desk Coordinator

4 weeks ago

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

The Receptionist will provide exceptional customer service to all visitors to the Office of Admission, responding to inquiries via phone, email, and in-person. This role serves as the front-line customer service representative for all teams within the Office of Admission.

Key Responsibilities
  • Greets on-site visitors and answers, screens, and directs phone calls with appropriate assistance
  • Assists in managing the front desk operation and reception area, including 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
  • Responds and/or forwards messages appropriately for all incoming e-mails to the general Office of Admission email inbox
  • Provides general administrative and clerical support, including filing, copying, sorting, and routing mail
  • Assists all teams within the Office of Admission, including the Office of University Communications Events team, with prospective student and college counseling partner outreach campaigns
  • Assists in retrieving and updating student information using 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
  • Assists in proper scheduling of campus tours and additional campus visit components
  • Assists as needed with 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 program
Requirements
  • 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 oneself understood to Spanish-speaking individuals)
  • Must clear and maintain a favorable background investigation and clearance
  • Must have a 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, PowerPoint, 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 to apply.

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