Front Desk Assistant

Appone; New York (NY); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

Dental insurance

Paid holidays

Flexible spending accounts

Retirement plan

Tuition assistance

Job summary

Vaughn College seeks an administrative assistant / receptionist to provide front-line service to students, faculty and visitors, supporting the Academic Success Office (60%) and Registrar Services (40%).

Responsibilities include greeting, scheduling advising appointments, maintaining records, assisting with registrations, and coordinating communications to promote student engagement and smooth operations on campus in New York City.

Qualifications

• Bachelor's degree required; associate considered in lieu of degree.
• Experience in higher education or student services preferred.
• Strong communication and customer service skills.

Responsibilities

• Serve as first point of contact for students, visitors, and guests.
• Schedule advising appointments and maintain calendars.
• Maintain student records and advising documentation.
• Assist with registration periods and campus events.
• Support registrar services with enrollment transactions.

Skills

MS Office

Communication

Customer service

Confidentiality

Organization

Multitasking

Teamwork

Education

Bachelor's degree

Associate degree in relevant field

Higher education experience (3+ years)

Tools

SONIS

Job description

About the Organization At Vaughn College, our mission is to educate and train future leaders in the futureproof fields of engineering and technology, management and aviation. The college strives to provide a dynamic learning environment built on our aeronautical heritage that inspires a diverse and committed community of students to achieve success as leaders in the industries we serve. Just minutes from Manhattan, Vaughn College is in the heart of New York City in Queens, NY, adjacent to LaGuardia Airport. Queens is one of New York's most fascinating boroughs and has been ranked as the 'number one' US travel destination and the nation's single most diverse county. What separates Vaughn College from other institutions is our uniquely committed faculty who come to the classroom with extensive experience in such fields as engineering, manufacturing, aviation, management and communications. Working closely with the industries we serve, Vaughn has developed rigorous curricula that incorporate the latest technology as well as the knowledge you need to succeed in your chosen profession. We provide traditional degrees as well as professional, technical and certification programs that prepare our graduates for successful careers. Most importantly, a degree from Vaughn College provides the critical, analytical and communication skills that form the foundation for a lifetime of success. Our graduates have gone on to become leaders in many major industries. More than 98 percent of our graduates are employed or continue their education, 78 percent in their field of study, within one year of graduation. Vaughn College has a six-acre campus and is convenient to major transportation routes. As part of the institution's strategic plan, a 200-bed residential hall has been built, enabling students to live and pursue their chosen field of study on campus.

Description

Company Conformance Statements

In the performance of their respective tasks and duties all employees are expected to conform to the following:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other supervisors, coworkers, customers, vendors, agencies, etc.

Position purpose

The administrative assistant / receptionist provides front-line customer service and administrative support to both the Academic Success Office (60%) and Registrar Services (40%). This position serves as the primary point of contact for students, faculty, staff, parents, and visitors, ensuring a welcoming, professional, and student-centered experience. The incumbent supports daily office operations, assists with student records processes, coordinates appointments and communications, and provides administrative assistance to academic Advisers/Success Coaches and Registrar Services staff. Responsibilities are divided approximately 60% Academic Advising Office and 40% Registrar Services.

Major Responsibilities/Duties/Functions/Tasks - 100% In-Person

Academic Advising Office Responsibilities (60%)

Front Desk and Student Services

• Serve as the first point of contact for students, visitors, and guests in person, by telephone, email, and virtual platforms.
• Schedule advising appointments and maintain advisor calendars.
• Provide general information regarding advising services, academic policies, registration procedures, and campus resources.
• Monitor reception and student waiting areas and ensure professional customer service standards are maintained.
• Respond to routine student inquiries and direct complex concerns to the appropriate adviser, success coach or administrator.

Administrative Support

• Support advisers and academic success coaches with appointment management, communications, student outreach, and office correspondence.
• Maintain student records, advising documentation, and electronic filing systems.
• Assist with preparation of reports, spreadsheets, presentations, and correspondence.
• Process and track advising forms and student requests.
• Assist with registration periods, orientation programs, workshops, open houses, and student success initiatives.
• Support advisers and academic success coaches’ campaigns and communications to promote student engagement, retention, and persistence.
• Maintain office supplies and coordinate operational needs for the Advising Office.

Student Success Support

• Assist students and families with navigating college resources and services.
• Help facilitate referrals to academic support services, tutoring, financial aid, registrar services, and other campus offices.
• Maintain confidentiality of student information in accordance with institutional policies and FERPA regulations.

Registrar Services Responsibilities (40%)

• Serve as the first point of contact for students, visitors, and guests in person, by telephone, email, and virtual platforms.
• Update student records in the student information system.
• Assist with processing transcript requests, enrollment verifications, and student data changes.
• Support registration, add/drop, withdrawal, and other enrollment-related transactions.
• Assist with curriculum changes, graduation declarations, and records maintenance.
• Scan and maintain student documents and electronic records.
• Retrieve and organize historical student records as needed.
• Ensure accuracy, confidentiality, and compliance in handling academic records.
• Communicate registrar-related information to students, faculty, and staff as appropriate.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience Requirements

• Bachelor’s degree
• A 2-year associate degree in a field relevant to higher education and/or significant professional experience (3+ years) in higher education may be considered in lieu of a bachelor's degree.
• One to three years of experience in higher education, student services, academic advising support, registrar services, customer service, or office administration preferred.

Professional Skills

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent verbal, written, and interpersonal communication skills.
• Strong customer service orientation and professionalism.
• Ability to maintain confidential information.
• Strong organizational, time-management, and multitasking abilities.
• Detail-oriented with strong problem-solving skills.
• Ability to work independently and collaboratively with diverse populations.
• Demonstrated ability to provide professional, tactful, and student-centered service.

Reasoning Ability

• Ability to define problems, collect data, establish facts and draw conclusions;
• Ability to understand and follow directions.

Work environment and physical functions

• This position is located in an office environment. Generally, an employee needs to be able to sit, stand and navigate within the office area. The office equipment either individually used or shared with a department is the responsibility of all employees.

Preferred

• Bachelor's degree in Education, Business Administration, Communications, Psychology or a related field.
• Experience working in a college or university setting preferred.
• Experience with student information systems (SONIS or similar systems) preferred.
• Experience in academic advising support, student services, or registrar operations.
• Knowledge of higher education policies, procedures, and student support practices.
• Familiarity with student success, retention, and enrollment management initiatives.
• Experience using student information and appointment scheduling systems.

Salary and benefits

$23 – $25/hour for well-qualified individuals. Salary is?determined?based upon experience and education as well as internal equity. The College offers a comprehensive benefits package that includes medical, vision, and dental insurance, long-term disability, generous leave policies, paid holidays, pre-tax flexible spending accounts, tax-deferred retirement savings plan, as well as employee and dependent tuition assistance programs.

****Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. ****

Full-Time/Part-Time Full-Time

Exempt/Non-Exempt Non-Exempt

Salary $22-$25

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

This position is currently accepting applications.