East Campus Receptionist

Theuniversityunion; Cleveland (OH); On-site; USD 27,000 - 33,000; Full time

Job summary

Providence House seeks an Administrative Support professional to serve as a welcoming first contact for visitors, handle calls and emails, and coordinate donations and deliveries in the Cleveland area.

This full-time, non-exempt role requires a high school diploma (associate preferred) and at least 1 year in admin or customer service. Weekend/evening hours may be required, with base pay $19.50–$24.00 per hour.

Qualifications

• Associate degree preferred or equivalent work experience in customer service, data entry or office management.
• At least 1 year of experience in an administrative support or customer service position.
• Proficient in Microsoft Outlook, Word, and Excel; experience with database software programs preferred.
• Must be 21 years of age or older.
• Must be available for some weekend and evening work/modified hourly schedule based on agency activities.

Responsibilities

• Answer incoming calls and [e-mail] emails, monitor voicemail, and route messages.
• Greet visitors, direct or accompany them to appropriate areas, and manage gates for authorized visitors.
• Maintain a safe, confidential environment and follow agency security protocols.
• Schedule donation drop-offs, greet donors, document donations, and coordinate with Facilities staff.
• Receive, track, and coordinate deliveries and distribute internally.
• Monitor Master Calendar for daily scheduling, reservations, and on-site events.
• Maintain visitor logs and badges.
• Complete copying, filing and record organization for departments.
• Monitor office supply inventory and submit monthly counts for ordering.
• Assist with setup for on-site meetings, including room equipment and refreshments.
• Maintain shared supplies and support cross-department communications.
• Undertake other projects and demonstrate cultural competence and diversity.
• Bend, lift up to 40 pounds as needed in daily activities.

Skills

Communication

Time management

Customer service

Confidentiality

Multitasking

Teamwork

Diversity & inclusion

Education

High school degree

Associate degree preferred

Tools

Outlook

Word

Excel

Database software

Job description

• Location 11801 Buckeye Road,Cleveland, OH, 44120,United States
• Base Pay $19.50 - $24.00 / Hour
• Employee Type FT Non-Exempt
• Required Degree High school
• Manage Others No

Reports to: Operations and Administration Manager

Major Functions

Performs a wide variety of administrative and office support duties to Administrative Staff. Serves as a knowledgeable and welcoming first point of contact for the agency with all visitors, families, callers, staff, and vendors.

Locations

Primary: Providence House East Campus – 11801 Buckeye Rd., Cleveland, OH 44120

Secondary*: Providence House West Campus – 2050 W. 32nd St. Cleveland, OH 44113

*West Campus attendance as needed may be required*

Requirements

Administrative Support

• Answer incoming calls and [e-mail] email account, monitor voicemail, and ensure calls, emails, and messages reach the appropriate internal party. Refer to other resources as appropriate.
• Answer door, greet visitors, and direct or accompany visitors to appropriate areas. Open and close parking lot gates for authorized visitors and vendors. Communicate visitor arrivals to appropriate team member as needed.
• Help maintain a safe, secure, and confidential environment for clients, donor, and visitors by following agency security protocols.
• Schedule donation drop-offs, greet and assist donors upon arrival, document donations received, coordinate or assist with unloading as needed, and communicate with Facilities or External Relations staff as appropriate to distribute or store donations.
• Receive, track, and coordinate deliveries of packages, mail, etc. and distribute internally, following all Providence House departmental procedures.
• Monitor Master Calendar to determine daily schedule and anticipate visitors, conference room and drop-in office room reservations, and meeting and on-site event needs.
• Maintain visitor log and distribute visitor name badges.
• Complete copying, filing and record collating for various departments as requested.
• Monitor inventory of office supplies. Submit monthly supply counts to Operations and Administration Manager for ordering.
• Work with the Executive Assistant to complete set up for on-site meetings or tours including room equipment, beverages and food, and meeting materials or handouts as needed or directed.
• Maintain and organize shared supplies in kitchenette areas. Submit monthly supply counts to Operations and Administration Manager for ordering.
• Assist with administrative processes that support effective communication and coordination across departments.
• Undertake other projects as requested.
• Be culturally competent and supportive of diversity in both service to clients and through professional interactions with donors and guests.

External Relations Support

• Assist with mass-mailings, including printing, assembling, and postage. Print event materials and signage as needed.
• Attend and assist with the organization and execution of Providence House special events including Annual Luncheon, Deck the House, and other speaking engagements or fundraising events as assigned.

Summary

Required Qualifications & Experience

• Associate degree preferred or equivalent work experience in customer service, data entry or office management.
• At least 1 year of experience in an administrative support or customer service position
• Proficient in Microsoft Outlook, Word, and Excel; experience with database software programs preferred.
• Must be 21 years of age or older.
• Must be available for some weekend and evening work/modified hourly schedule based on agency activities.

Competencies

• Excellent written and oral communication skills
• Strong time management and organizational skills
• Creative problem-solving skills and ability to be resourceful
• Exceptional customer service and interpersonal skills
• Professionalism, discretion, and commitment to confidentiality
• Ability to maintain a welcoming, safe, and secure environment
• Attention to detail and accuracy
• Ability to manage multiple priorities and interruptions in a fast-paced environment
• Dependable, adaptable, and team-oriented
• Cultural competence and commitment to diversity, equity, and inclusion

Physical Requirements

Candidate must be able to lift 40 pounds without restriction, bend at the waist, grasp, handle, and lift weight overhead, and have mobility in sitting, kneeling, crawling, and running which is required in daily course of work activities.

Position Type/Expected Hours of Work

This is a full-time, non-exempt position. Typical hours of work and days are Monday through Friday, 9:00 a.m. to 5:00 p.m. Evening and weekend work may be required.

Work Environment & Physical Requirements

This position operates in a professional office environment and routinely uses standard office equipment, including but not limited to computers, telephones, fax machines, printers/copiers/scanners, and surveillance cameras. The role primarily involves sedentary work, requiring extended periods of sitting, with occasional walking and standing. Visual acuity is necessary for close-up work on computer screens. The candidate may be required to lift or move objects weighing up to 40 pounds, such as office supplies or donations. Duties may also involve reaching, stooping, bending, and the use of fine motor skills.

Equal Employment Opportunity Statement

Providence House provides equal employment opportunities to all individuals regardless of their race, color, religion, creed, gender, age, sexual orientation, national origin, disability, marital status, veteran status, genetic information or any other characteristic protected by federal, state, or local law. In addition, reasonable accommodations for qualified individuals with disabilities may be made to perform the essential functions of the job.