Receptionist Administrative Support Coordinator

Excelsior University; City of Albany (NY); On-site; USD 48,500 - 52,000; Full time

Benefits offered by this job

Paid time off

Retirement benefits

Health insurance

Job summary

Excelsior University in Albany, NY, seeks a motivated front desk and administrative support professional to greet students, staff, and visitors and keep the campus running smoothly.

The role covers front desk operations, event coordination, site scheduling, and on-site program support, with a focus on service excellence, reliability, and proactive communication. Ability to work on site, manage multiple priorities, and coordinate with internal teams is essential.

Qualifications

• Residency within the St. Petersburg/Tampa Bay area is required.
• Ability to work fully on-site with consistent and punctual attendance.
• Strong interpersonal and customer service skills with the ability to create a welcoming environment.
• Excellent organizational skills and strong attention to detail.
• Demonstrated reliability, accountability, and ability to manage responsibilities independently.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities in a dynamic, fast-paced environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Comfort supporting event coordination, logistics, and operational planning.
• Prior experience in front desk, administrative, or customer-facing roles preferred.

Responsibilities

• Front Desk and Customer Service: greet and assist students, staff, visitors; ensure safe access and coordinate communications.

Skills

Front desk & customer service

Interpersonal skills

Organizational skills

Communication skills

Multitasking

Reliability & accountability

On-site work ability

Schedule flexibility

Tools

Microsoft Office Suite

Job description

Essential Duties and Responsibilities

• Front Desk and Customer Service
  • Serve as the primary front desk representative, greeting and assisting students, staff, and visitors in a professional and welcoming manner
  • Maintain consistent front desk coverage during business hours, including opening and securing the facility as required
  • Monitor building access and contribute to maintaining a safe, secure, and accessible environment
  • Provide information and direction regarding site services, meetings, events, and activities
  • Communicate effectively with internal and external constituents via phone, email, text, mail, and other channels, including drafting and typing correspondence
• Administrative and Operational Support
  • Provide administrative support to the Transformative Partnerships team, including data entry, document preparation, coordination, and follow-up activities
  • Maintain organization and professional appearance of the front desk, shared spaces, and office supplies
  • Maintain stockroom inventory for office supplies and coordinate replenishment as needed
  • Coordinate with Executive Site Leadership and staff to support daily operations and respond to emerging needs
• Event and Engagement Coordination
  • Support planning and execution of events, site visits, and engagements involving internal and external stakeholders
  • Coordinate logistics including catering, food and beverage arrangements, and vendor engagement (e.g., caterers, grocery pickups)
  • Arrange travel-related accommodations for visiting staff, including hotel reservations and dining arrangements
  • Assist in preparing meeting and event spaces to ensure readiness and professionalism
• Site Scheduling and Coordination
  • Manage and maintain the daily events calendar for the site
  • Track and maintain an active roster of individuals on-site each day
  • Align staffing coverage and operational needs with scheduled events and identify potential scheduling conflicts
• Academic and Programmatic Support
  • Assist in preparation for on-site classes and programming activities
  • Support setup and readiness of specialized instructional spaces, including nursing and engineering labs
  • Coordinate with building management to support facility needs, such as ensuring HVAC availability outside normal business hours when required
  • Help ensure food and related resources are available for classes and extended programming
• Operational Flexibility
  • Demonstrate flexibility in supporting site operations, including occasional adjustments to schedule based on business needs, events, or extended hours
  • Uphold a high standard of customer service, responsiveness, and professionalism in all interactions

Qualifications

• Residency within the St. Petersburg/Tampa Bay area with reliable transportation
• Ability to work fully on-site with consistent and punctual attendance
• Strong interpersonal and customer service skills, with the ability to create a welcoming environment
• Excellent organizational skills and strong attention to detail
• Demonstrated reliability, accountability, and ability to manage responsibilities independently
• Strong verbal and written communication skills
• Ability to manage multiple priorities in a dynamic, fast‑paced environment
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Comfort supporting event coordination, logistics, and operational planning
• Prior experience in front desk, administrative, or customer‑facing roles preferred

Compensation and Benefits

The hiring salary range for this position is $48,500 — $52,000.

Excelsior University offers competitive compensation and a generous benefits package that includes paid time off, retirement, and excellent health insurance.

Excelsior University is an equal opportunity employer committed to ensuring all qualified applicants receive consideration for employment without regard to any legally protected characteristic.