Receptionist/Administrative Professional, Career Planning Center

Meridian Technology Center; Stillwater (OK); On-site; USD 30,000 - 42,000; Full time

Job summary

A local educational institution is seeking a Receptionist/Administrative Professional to be the first point of contact and provide exemplary service. Responsibilities include greeting visitors, managing phone communication, and supporting administrative tasks. The ideal candidate will possess strong communication skills, experience operating a multi-line phone system, and be proficient with Microsoft Office. This full-time role requires a professional and welcoming demeanor, and candidates with a Bachelor’s degree are preferred. Join a supportive team dedicated to service excellence.

Qualifications

• Bachelor’s degree or appropriate certificate of training preferred.
• Proven relevant work experience as a Receptionist or similar role is preferred.
• Proficient in Microsoft Office products, specifically Word, Excel, Outlook and PowerPoint.
• Strong verbal and written communication skills.
• Proficient with MS Office applications (Word, Excel, Outlook, PowerPoint).
• High level of confidentiality and professional etiquette.

Responsibilities

• Greet and welcome individuals promptly with a professional demeanor.
• Operate the phone system, answer, screen, and direct incoming calls.
• Maintain a tidy, professional reception area at all times.
• Maintain 3CX VoIP voicemail and record messages when campus is closed.
• Keep the reception area tidy and professional at all times.
• Provide accurate information about programs, schedules, events and procedures.
• Prepare daily calendar emails and maintain front-desk calendars.
• Assist Career Planning Center staff with administrative tasks as assigned.

Skills

Communication skills

Multi-line phone operation

Microsoft Office proficiency

Confidentiality

Attention to accuracy

Education

Bachelor’s degree or appropriate certificate

Tools

3CX VoIP phone system

Standard office equipment

Microsoft Outlook

Microsoft PowerPoint

Job description

QUALIFICATIONS

• Bachelor’s degree or appropriate certificate of training preferred.
• Proven relevant work experience as a Receptionist, Front Office Representative or similar role is preferred.
• Ability to operate a multi-line phone system in an efficient and professional manner.
• Excellent verbal and written communication skills.
• Must be proficient in Microsoft Office products, specifically Word, Excel, Outlook and PowerPoint.
• Excellent professional etiquette and hospitality skills required.
• Ability to work in a fast-paced environment with accuracy.
• High level of confidentiality required.

ESSENTIAL JOB FUNCTIONS

• Greet and welcome individuals (visitors, students, guests, prospective students, parents, staff, etc.) promptly with a professional and welcoming demeanor. Direct individuals to the appropriate person and/or office, and assist visitors and guests with routing, directions, and immediate needs including sign-in/sign-out procedures.
• Serve as the first point of contact for Meridian Technology Center (MTC); responsible for operating the phone system, and answering, screening, and directing incoming phone calls.
• Receive and direct messages received via the “Contact Us” section of the MTC website.
• Maintain the 3CX VoIP phone voice mail system and initiate recorded messages as necessary and when the campus is closed.
• Maintain the reception area to ensure it is professional, tidy, and welcoming at all times.
• Provide accurate and courteous information to internal and external stakeholders regarding programs, schedules, events, and procedures.
• Compile data from district event sheets and send a daily calendar email for the current day. Keep a copy of the calendar at the front desk to assist with providing directions to meeting rooms and events.
• Provide administrative assistance to the Career Planning Center as assigned by the Executive Director, Career Planning/Career Development.
• Handle inquiries and resolve issues within the scope of authority; elevate complex issues to appropriate personnel.
• Assist with scheduling appointments, meetings, event reservations using appropriate systems/tools.
• Operate standard office equipment (phone system, copier, computer, etc.)
• Responsible for accurately entering, updating, and maintaining Safety Data Sheet (SDS) information within the organization’s internal SDS database.
• Follow established safety, security, and emergency procedures.
• Serve on the Emergency Response Team.
• Ensure compliance with institutional policies regarding confidentiality, data protection, and student privacy (FERPA).
• Report safety concerns, incidents, or irregularities promptly and to appropriate personnel.
• Accurately enter, update, and maintain data in multiple software systems (student information system, department spreadsheets, etc.).
• Generate routine reports and maintain filing systems (electronic and paper) per Career Planning Center standards.
• Responsible for entering student volunteer records into the student information system.
• Assist with cross-functional tasks during peak periods or special events (enrollment periods, recruitment/retention events, open houses, and graduations).
• Maintain knowledge of MTC programs, services, processes, and organizational priorities.
• Attend training and staff meetings to ensure alignment with institutional expectations.
• Participate in assigned special projects, process improvements, or events planning as directed by leadership.
• Provide support for outreach and community engagement activities when scheduled at the front desk or lobby area.
• Assist the Workforce and Economic Development, Financial Aid, Human Resources, Culinary Arts, and Marketing departments as requested.
• Train all new staff on the phone procedures used at MTC.
• Train students in customer service and proper phone etiquette when requested. Hands‑on training is given for students to learn how to operate a multi‑line phone system in a professional manner.
• Utilize work time efficiently between 7 a.m. and 3:30 p.m. and report any exceptions to the Executive Director, Career Planning/Career Development.
• Abide by all policies and procedures adopted by the MTC Board of Education and promote MTC, its programs and employees at every available opportunity.
• Actively support and model MTC’s Culture of Excellence by demonstrating a commitment to the Standards of Excellence, continuous improvement initiatives, collaboration, innovation, and delivering high‑quality service to students, staff, and the community.
• Live out MTC’s Mission, Vision and Values in daily work and interactions. Uphold and model the values of:
  • Relationships – Act in the best interest of others
  • Excellence – Deliver superior services
  • Innovation – Integrate new ideas with courage
  • Integrity – Model honesty and trust in all we do
  • Empowerment – Provide the framework and resources to succeed
  • Impact – Commit to enrich each life we touch.
• Complete other duties, tasks or projects as requested by the Executive Director, Career Planning/Career Development or Superintendent/CEO.

PHYSICAL DEMANDS

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Must be able to occasionally lift items weighing as much as 25 pounds.

WORK HOURS

Monday – Friday, 7AM – 3:30 PM

12-month position

STANDARDS OF PERFORMANCE

The Receptionist/Administrative Professional, Career Planning Center, will be evaluated on the previously listed responsibilities to determine satisfactory compliance. These evaluations will determine salary increases and career advancement possibilities.

FLSA CLASSIFICATION

Non-exempt

SALARY

Commensurate with experience.

AVAILABLE

Immediately