Student Services Receptionist - Part-Time, Weekends

Macphail Center for Music; Minneapolis (MN); On-site; USD 15,000 - 25,000; Part time

Job summary

A leading music center is seeking a part-time Receptionist to create a welcoming environment for visitors and provide essential customer service. This role requires effective communication skills and experience in customer service and database management. The Receptionist will handle inquiries, manage registrations, and ensure a positive first impression during interactions.

Qualifications

• 3-5 years customer service experience.
• 2-4 years of data entry or working with databases.

Responsibilities

• Greet and welcome everyone in a friendly manner.
• Answer questions regarding room locations and incoming phone calls.
• Open and close the Student Services Office.

Skills

Effective communication skills

Time management

Customer service

Education

High-school diploma or equivalency

Tools

CRM systems

Outlook

Excel

Word

Job description

TITLE: Receptionist
REPORTS TO: Student Services Manager
LOCATION: Primary: Minneapolis, onsite
Occasionally: Apple Valley and Chanhassen, onsite
STATUS: Non-exempt; 0.33 FTE; approx. 13 hours per week
Additional hours available through subbing for team members
SCHEDULE: September – May: Saturday 8:00 AM – 4:00 PM, Sunday 12:00 AM – 5:00 PM
June – July: Saturday 9:00 AM – 3:00 PM
August: no regularly scheduled work; sub-in as needed

Job Summary
The Student Services Receptionist is responsible for welcoming and greeting everyone to the building and creating a positive first impression. This position represents the organization to the community and connects customers to MacPhail staff members who can best meet their needs. The Receptionist is responsible for providing excellent customer service through positive interactions with a diverse population and builds relationships with students, student families, faculty, and staff.


RESPONSIBILITIES & ESSENTIAL FUNCTIONS

• Open and close the Student Services Office.
• Greet and welcome everyone in a friendly manner.
• Maintain positive attitude and provide positive customer service through challenging conversations
• Complete necessary records to document inquiries and work.
• Answer questions regarding room locations.
• Answer incoming phone calls and direct callers to the person who can help them.
• Process limited set of student registrations and related activity including payments.
• Record additional registration needs including modifications, refunds, withdrawals, and other questions and send them to the Student Services Inbox or Managers as appropriate.
• Maintain internal systems including but not limited to shared department inbox.
• Work at other MacPhail sites as needed; transport materials between sites as needed.
• Set-up rooms as requested including moving carts, stands and occasionally instruments.
• Other related duties as assigned.

QUALIFICATIONS Education and Experience. High-school diploma or equivalency. 3-5 years customer service experience. 2-4 years working with CRM or databases (data entry and queries), Outlook, Excel, Word, cash registers and multi-line/high-volume telephones.

Skills. Effective communication skills including listening, and p ersuasive and clear speaking. Productive time management and prioritization skills. Proficient database, Outlook, and multi-line/high-volume telephone skills.

Abilities. Ability to practice empathy and self-control, use positive language, stay calm and demonstrate patience, project welcoming and vibrant presence. Willingness to improve, and to take responsibility for customer solutions. Ability to switch focus rapidly. Ability to think clearly and rationally, understanding the logical connection between ideas, processes, and systems. Ability to drive to metro sites (vehicle and valid driver’s license required). Flexibility to sub for co-workers preferred.

Physical Demands. Frequent lifting and carrying of up to 25 lbs. Frequent transition from sitting to standing. Sitting up to 3 hours at a time; standing up to 3 hours at a time. Frequent keyboarding up to 4 hours at a time. Regular pushing and pulling of pianos, drum sets and other equipment at non-Minneapolis sites.