Campus Receptionist

Southern Careers Institute; Austin (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Southern Careers Institute is seeking a friendly front desk receptionist to greet students, visitors, and vendors and to manage a range of clerical tasks. You will answer calls, route messages, maintain the front area, and support administrative processes across the campus.

Responsibilities include handling mail, scanning documents, producing reports, and ensuring confidentiality of student information while delivering professional service in a fast-paced environment.

Qualifications

• Certificate showing at least one year of completion from college or technical school.
• OR, 3-6 months of training and related work experience.
• OR, equivalent combination of education and experience.

Responsibilities

• Create a positive first impression on all visitors by greeting students, customers, and vendors.
• Retrieve messages from voicemail and forward to appropriate personnel.
• Answer incoming calls and route to the proper department or personnel.
• Maintain a clean, professional front area.
• Take and deliver messages, or forward to voicemail when needed.
• Create and process files, review documents for accuracy, and scan into the system.
• Create and run reports as required.
• Provide information including address, directions, and campus information to callers and visitors.
• Welcome on-site visitors and announce to appropriate personnel.
• Monitor front door activity and maintain confidentiality of student data.
• Route mail and deliveries; handle outgoing mail and courier items.
• Manage fax machines and assist users with sending/receiving faxes.
• Take payments for services and products.
• Order, receive, and maintain office supplies.
• Produce memos, reports, and other documents when needed.

Skills

Clear communication

Interpersonal skills

Verbal communication

Written communication

FERPA compliance

Education

Certificate from college/tech school

3–6 months training/experience

Equivalent education/experience

Tools

Microsoft Office Suite

Printers & Fax machines

Job description

ESSENTIAL DUTIES, RESPONSIBLITIES, AND EXPECTATIONS

• Create a positive first impression on all visitors by being the friendly, calm and courteous greeter of our students, our customers, and our vendors;
• Retrieve messages from voice mail and forwards to appropriate personnel;
• Answer incoming telephone calls, determine the purpose of the calls and forward the calls to appropriate personnel or department;
• Maintain a clean front area that is uncluttered and projects a professional image;
• Take and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable;
• Create files, review prospective student documents for accuracy, make copies, and scan documents into system;
• Create and/or run reports as required;
• Answer question about organization and provide callers with address, directions, and other information;
• Welcome on-site visitors, determine the nature of their business, and announce visitors to appropriate personnel;
• Monitor all activity at the front door of the campus;
• Maintain confidentiality of Institute information, specifically student data;
• Manage and deliver outgoing mail and receive, sort, and route incoming mail;
• Maintain and route publications, packages and sign for items delivered by professional courier;
• Maintain fax machines, assist users with sending and receiving faxes, send, retrieve and route incoming and outgoing faxes;
• Take payments for services and products;
• Order, receive and maintain office supplies;
• Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary;
• Perform other clerical duties as needed, such as filing, photocopying, and collating;
• Represent the Institute and all affiliated brands in the most professional and positive light at all times;
• Regular, consistent, on-time attendance is an essential function of the job;
• Perform other duties as required or assigned.

QUALIFICATIONS

The requirements listed below are representative of the knowledge, skills, and/or abilities required to successfully perform the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• Certificate showing at least one year of completion from college or technical school;
• OR, 3-6 months of training and related work experience;
• OR, equivalent combination of education and experience.

Computer Skills:

• Strong knowledge of computer systems including Microsoft Office Suite;
• Experience using all industry-leading computers, printers and fax machines.

Writing and Communication Skills:

• Clear and succinct communication, both verbally and in writing with a diverse community, student population and with team members and instructors at all levels of the company;
• Listen to and understand a wide-range of issues from both students and Institute team members;
• Strong interpersonal skills;
• Strong verbal communication, written communication, listening, record keeping and information management;
• Maintain a calm and friendly demeanor when instructing and assisting students.

Skills, Abilities, or Other Qualifications:

• Prioritize, multi-task, perform well under pressure, meet deadlines, and work a flexible schedule;
• Work under minimal supervision and exhibit self-starter traits;
• Take initiative and use independent judgment within established guidelines;
• Successfully interface with office staff and instructors, students and manager;
• Effectively analyze situations and perform conflict resolution;
• Ability to coach and motivate students for goal achievement;
• Ability to research, critically think about and analyze student records and policy for resolution;
• Maintain confidential information and abide by all Family Education Rights and Privacy Act (FERPA) rules and regulations;
• Collect, analyze and interpret data in assigned teaching field to provide up-to-date instruction and information;
• Highly organized and pay attention to detail;
• Passionate belief in the value of our Education Programs.

PHYSICAL DEMANDS

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.

Physical Demands:

• Frequently required to talk and hear in person and over the phone;
• Occasionally stand and walk to interact with customers, students and staff;
• Frequently sit at a desk and use a computer or telephone for extended periods of time;
• Frequent use of hands and fingers to handle or feel for reaching or lifting with hands and arms;
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision and the ability to focus;
• Frequent use of the vision for up close inspection of various electronic screens and printed content.

Mental demands:

• A creative mindset;
• Frequent, extended use of a computer and other electronic devices;
• Ability to learn and comprehend instructions and orientation;
• Understand the meaning of words and body language used by customers, current and prospective students, alumni and employers and respond effectively to achieve Institute goals;
• Frequent creative thinking and analysis.