OPS Front Desk Receptionist

Classification Title:

OPS Front Desk Receptionist

Job Description:

• Prepares building to receive visitors and guests each day, including digital signage, refreshed materials for distribution, and a polished presentation at the front desk and lobby areas; Ensure doors are locked/unlocked during opening and closing by working with departmental Lenel Administrator(s) and actively communicating issues in a timely manner to ensure proper operations.
• Serves as the first point of contact for assisting students, faculty, staff, families, guests, and visitors: responding appropriately to incoming phone calls and emails, providing excellent referrals to programs/services, and maintaining a positive and welcoming office environment. Records log of calls, in-person visitors, and common issues to identify enhancements for office operations.
• Maintains the Dean of Students Office conference rooms, including calendars, preparing the conference rooms for meetings and events, and ensuring appropriate daily maintenance of the spaces. This includes re-setting chairs/tables, removing unnecessary debris, and stocking adequate supplies.
• Processes outgoing mail and ensure that mail is processed promptly and has the proper postage to avoid delays; Sorts incoming mail and deliver it to the appropriate staff member box or office.
• Collects new hire packets and communicates with applicants as needed, to answer questions and request additional information; Assists with maintaining the Dean of Students Office staff directory, including new hires and terminations and office locations/phone numbers.
• Assists with maintaining office supply inventory, including ordering, receiving, distributing, and ensuring proper storage as needed.
• Submits service requests for housekeeping and maintenance as needed and ensures timely follow-up, including providing updates to the impacted parties and checking with facilities services to ascertain timeline for completion.
• Works with Dean of Students Office Staff to regularly update front desk and other operations manuals; Maintains proficient knowledge regarding protocols for operations, safety, and security.
• Cross-trains to assist administrative team with financial, human resources, or operations projects/coverage as needed; Performs other duties as assigned by the Executive Assistant or other appropriate administrator according to the needs of the Dean of Students Office.

Expected Salary:

$17-$19 per hour, Depending on Qualifications & Experience

Minimum Requirements:

• High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
• Demonstrated success in an administrative role

Preferred Qualifications

• Knowledge of:
  • The University of Florida as a prior student or staff member
  • General administrative principles and practices
• Prior Experience:
  • Successful work in a fast paced and highly visible environment, while maintaining a warm and hospitable attitude
• Demonstrated Ability to:
  • Communicate effectively verbally and in writing, maintaining professionalism and appropriate confidentiality
  • Establish and maintain effective working relationships with others and resolve conflicts effectively
  • Collect, evaluate, and analyze information related to administrative functions of the position, Complete work in an environment with many interruptions
  • Work independently with guidance from supervisor
  • Apply applicable rules, regulations, and policies and procedures

Special Instructions to Applicants:

Application, including resume and cover letter, must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:
"No"

Advertised: 27 Aug 2024 Eastern Daylight Time
Applications close: 10 Sep 2024 Eastern Daylight Time