Front Desk Receptionist

Job Summary

Provides complex administrative support for department management. Coordinates and oversees the work of support staff.

Responsibilities

Essential Functions

1. Performs reception duties, handling incoming calls, greeting and directing guests, processing mail.

2. Assists building engineers and facility managers with dispatching day porter, data entry, and scheduling vendors.

3. Provides administrative support to upper-level department management scheduling and supporting meetings, recording, and publishing meeting minutes, drafting correspondence and transmittals.

4. Orders office supplies, catering, and other goods/materials in accordance with established budgets and procedures.

5. Prepares correspondence, including composing routine letters and tenant communications, emails, maps, and memos.

6. Prepares reports and materials using Microsoft Excel, Word, and PowerPoint.

7. Assist Facility Manager with basic diagnostics of AV equipment in conference rooms.

8. Provides exceptional customer service and acts as a liaison between the department, tenants and their customers.

9. Organize setup/cleanup for events being held in the building.

10. Creates and updates forms, policies, building rules and regulations, maps and floorplans, and other documents.

11. Tracks utility consumption through updating established utility profiles and Energy Star website.

12. Updates and maintains Tenant Directories and departmental contact lists.

13. Uses Computerized Maintenance Software to track labor hours.

14. Maintains electronic and hard copy departmental files.

15. Process work orders associated with building access and parking permits.

16. Assists department with business planning, goal setting, and development of departmental policies, procedures, and budgets.

17. Collects, organizes, and analyzes data and information for specialized reports.

18. Assists with the implementation of department and University policies and procedures.

19. Proactively provides additional general office support, making recommendations as appropriate.

Problem Solving

The incumbent will function as a key member of the administrative support staff for the department and should possess strong communication and interpersonal skills. The incumbent may be required to prioritize tasks received from multiple staff members and determine the order of importance. The incumbent must use discretion and judgement when scheduling appointments and in screening calls. The incumbent may coordinate work processes with other team members, departments, community, governmental or regulatory agencies and must understand the objectives and policies governing the activities of the department and be able to effectively communicate this information to interested parties.

Comments

In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Familiarity with AV equipment and Zoom class monitoring preferred.

Special Instructions

Requisition Number: PRN42576B

Full Time or Part Time? Full Time

Work Schedule Summary: M-F 8am-5pm

Department: 01744 - Workplace Services

Location: Campus

Pay Rate Range: $22.00 to $23.00 / Hour

Close Date: 10/18/2025

Open Until Filled:

To apply, visit https://apptrkr.com/6397712

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