The Office Assistant II/Front Desk supports the department's day-to-day office operations will support the Office of Admissions and the Willis Center front desk operations by maintaining a professional and welcoming environment, delivering excellent customer service, greeting internal and external guests, answering phones, directing callers and visitors, performing data entry and other related activities that support a fast paced, high-traffic environment.
Reporting to the Campus Visitor Experience Manager, works and collaborates closely with Office of Student Success staff to maintain efficient methods of requesting, confirming, and tracking fieldwork placements and status of fieldwork students. Supports the Assistant Directors of Academic Advising to archive, update, and maintain fieldwork procedures in compliance with program standards.
Duties and Responsibilities:
The duties and responsibilities include, but are not limited to, the following:
Maintains a professional and welcoming environment in the Willis Center lobby.
Executes campus visitor check-in protocol.
Working in collaboration with admissions counselors, ensures that guests' needs are met, this includes assigning admissions counselor's prospective student appointments and walk-in guests.
Coordinates technology in the Willis Center lobby for daily display.
Organizes and manages hospitality amenities (i.e., coffee bar, water, etc.) on a daily basis.
Greets campus visitors and orients them on their itinerary and activities.
Serves as a liaison and understands office functions and services provided by the College of Arts and Sciences, School of Education, School of Business, Student Affairs, Student Financial Services, Athletics and Harvest Table.
Drafts, composes, types and proofreads various correspondence; order supplies, make travel arrangements; and operate standard office equipment.
Answers multi-line telephones and connects/forwards calls appropriately and efficiently.
Directs caller or in person guests to proper on campus location and/or to services or resources, as necessary.
Manages, responds, and monitors daily online chat.
Utilizes Customer Relationship Management (CRM) system to look up, retrieve and disseminate information to prospective students, parents and university employees appropriately.
Manages front desk, visit, and Willis Conference Room calendars; serves as a 25Live approver for the Willis Center Conference Room.
Supports all campus visits, including checking in campus visitors, gathering and updating guest information, and inputting and processing visit information.
Provides direction to student workers assigned to the Willis Center Front Desk, including assisting in hiring, scheduling, training, and daily oversight of students.
Opens and distributes mail and prepares outgoing correspondence.
Supports office data entry activities, including the timely and accurate data entry of prospective student information for the College of Arts and Sciences academic programs.
Adheres to all safety and housekeeping policies and procedures.
Complies with admissions office confidentiality policies and FERPA laws and regulations.
Works with the admissions team to support recruitment and yield events such as, but not limited to Discover Redlands, Admitted Students' Day, Spring Fly-in, January Counselor Fly-in, Decemberfest, Admitted Student Area Receptions and other outreach, recruitment and yield activities.
Performs other duties and special projects as assigned.
Any combination equivalent to, but not limited to, the following:
High school diploma or equivalent supplemented with two years of additional course work in related fields such as business, secretarial, computer software/word processing and spreadsheet programs including the ability to use database and Microsoft Office software programs.
One year of administrative support experience or related experience.
Previous experience in education and/or a college or university setting, preferred.
Previous experience working in a fast-paced work environment, preferred
Bilingual in English and Spanish, preferred.
Knowledge and Skills:
Knowledge of office procedures methods and techniques.
Knowledge of word processing, spreadsheet programs and database software.
Knowledge of English grammar, spelling, and punctuation.
Excellent verbal and written communication skills.
Excellent organizational skills, and detail orientated with high accuracy.
Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities.
Effective communication and presentation skills; ability to write clearly and concisely.
Effective listening and interpersonal skills.
Self-motivated, able to take initiative and make informed decisions.
Demonstrate a high degree of motivation, tact, and diplomacy.
Knowledge of record keeping and record retention requirements.
Basic knowledge of mathematics.
Basic research skills.
Proficiency in understanding technology and use of software such as Microsoft Office (Outlook, Word, Excel, PowerPoint, etc.), web conferencing/video conferencing tools and Customer Relationship Management (CRM) systems.
Ability to operate standard office equipment.
Knowledge of applicable federal and state laws and regulations.
Understand, interpret, and apply federal and state policies and laws.
Ability to work cooperatively with co-workers, supervisors, and with on and off campus contacts.
Aptitude to learn new and evolving technology.
Ability to recommend appropriate courses of action within established guidelines.
Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
Ability to exercise independent judgment and initiative.
Deliver great customer service.
Ability to work effectively with confidential information.
Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.
Physical Requirements/Working Conditions:
Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.
Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 10 pounds.
TO APPLY: Submit a resume/CV and cover letter with application. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed please call (909) 748-8040.
BACKGROUND CHECKS: The University of Redlands is committed to providing a safe campus community. As part of that commitment, the university conducts background checks for applicants being considered for employment.
INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine including a booster or submit an exemption request for medical or religious reasons within sixty (60) days from your date of hire.
The University of Redlands is again among the top 15 western master's universities in U.S. News & World Report 2012 Edition - America's Best Colleges. It is also ranked as an A+ School and a "Great School, Great Price." Since our founding in 1907, we haven?t wavered from our promise: a transformative education in an environment of academic rigor and personal responsibility, where you can blend what you learn in the classroom with life skills that will help you affect positive change in the world.