Receptionist & Office Manager

Category:: Administrative/Staff
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Department:: Nursing
Locations:: Springfield, MA
Posted:: May 17, 2024
Closes:: Open Until Filled
Type:: Full-time
Position ID:: 175800

About American International College:

American International College is a private, coeducational institution of higher education located on a 88+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has approximately 2200 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

AIC strives to create a diverse and inclusive campus community that is representative, at all job levels, of the students we serve. We are an EEO employer and we welcome applications from individuals for positions where they are underrepresented.

Job Description:

The Admissions Office receptionist and Office Manager serves as the first point of contact for all visitors to the offices of Undergraduate and Graduate Admissions. This person plays a vital role in setting the tone and standards for welcoming all visitors, both in-person and by phone, and for assuring the proper routing of all visitors and inquiries. Specific duties include:

OFFICE RECEPTIONIST:

• Open and prepare office to greet guests throughout the day. Serve as the first point of contact for visitors to the office.
• Prepare materials for daily tours and information sessions.
• Along with the Admissions Events and Campus Visits Coordinator train, schedule and oversee the Student Ambassadors/Student Staff.
• Properly answer and route, when necessary, all incoming phone calls both those taken live and in response to voice messages. Record admissions related transactions in SLATE, the Admissions CRM.
• Coordinate phone and desk coverage in absence of the receptionist
• Manage all general office email accounts providing proper responses to and or routing of inquiries with intent of achieving response to inquiry within one business day.
• Establish and monitor both tour schedules and counselor of the day schedules in SLATE.
• Assist in processing of admissions documents in SLATE, the unit's CRM.
• Train all Admissions new hires on basic desk coverage functions.

OFFICE MANAGER:

• Serve as a general Office Manager to routine business matters such as general budget management and reconciliations, submission of invoices, submission of facility work-orders, approval of timecards for student workers, ordering of office supplies, acquisition of rental cars for staff travel, and administrative support to the Vice President for Strategic Enrollment Management and Retention.
• Provide general assistance to Admissions operations team as needed.
• Other duties as assigned.

Requirements:

Required Degree(s): Bachelor's degree
Required Field of Expertise: 1-3 years receptionist/hosting experience with proven positive interactions serving the public.
Preferred Field of Expertise: Experience in a college setting preferred. Previous experience working in a CRM, customer relationship management tool preferred. Fluency in Spanish a plus.

Knowledge/Skills/Abilities

Must be proficient in Microsoft Office Suite.
Must possess a good sense of humor, with the ability to work under pressure within a diverse, fast-paced environment.
Excellent communication, interpersonal, and organizational skills.
Ability to attend to multiple guests and phone lines with detail and grace essential.
Must be professional with the ability to be discreet with sensitive and confidential information.
Self starter, independent and meticulous with strong follow up skills.
Proactive, anticipates the needs of the office, takes initiative, prioritizes work and delivers results.

Additional Information:

AIC reserves the right to fill this position at a level above or below the level included in this posting.

AIC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Application Instructions:

Qualified applicants should save and submit the following documents with the online application.

• Brief cover letter
• Current resume
• Contact information for three professional references (one of which must be a current or prior supervisor)

Review of applications will continue until the position has been filled.