Administrative Receptionist

About the role

The Office of Admissions Receptionist provides high-level forward-facing customer service as the first face, or voice, of the University. The receptionist plays a vital role in helping prospective students, families, counselors and guests of the University familiarize themselves with W&L and navigate both the campus and the undergraduate admission process.

Responsibilities

• Greets daily and drop-in visitors, answers telephone calls, responds to digital communications, and facilitates the calendar for all members of the division.
• Accommodates visit requests which involve careful behind the scenes planning and coordination for a wide variety of requests including interviews, class visits, tours, group information sessions and school group visits.
• Develops and maintains a working knowledge of admissions technologies, notably: Technolutions Slate CRM, to perform necessary data entry, tracking of communication with prospects and applicants, scheduling, and interactions; Microsoft Teams, to engage with university business operations and project management; and other technologies that the office utilizes to perform job duties.
• Seated in the entry to Gilliam House, the receptionist coordinates the central admissions office calendar and reconciles 22 staff members' calendars and office events to ensure office coverage, manage competing campus events, identify room availability via 25 Live, and anticipate upcoming needs or conflicts.
• Serves as the primary staff member responsible for opening and closing the office each day, ensuring the office is fully operational at the start of business and remains available to support scheduled visitors and office operations through the end of the day.
• Assists with planning and operational preparations related to the Division's transition to Founder's Hall, including reception operations, visitor experience, and campus visit process updates, in collaboration with divisional leadership.
• Supports the campus visit team, supporting special events by reserving rooms, assisting with various event set-ups, participating with event check-in and support, and guest meet-and-greet.
• Maintains visit appointment schedules of all admissions officers, regularly prioritizing and arranging meetings, interviews, group information sessions, school groups, and counselor visits.
• Supports all office functions, primarily staffing the reception desk, scheduling campus tours, group information sessions, and interviews.
• Provides consistent, high-quality, first-line customer service via answering main admission telephone lines, email accounts and other digital platforms as needed.
• Adjusts priorities throughout the day to support office operations, visitors, students, faculty, staff, and other constituents, ensuring timely follow-through on assigned responsibilities.
• Exercises sound judgment and professionalism when responding to real-time questions, concerns, operational needs, and utilizing available resources.
• Serves as an advocate and ambassador for the department, remaining well-integrated within the broader activities of the division and developing a solid grasp of the division's roles within the University mission and structure.
• Helps to monitor and coordinate the activities of work study students, summer interns, and University Ambassadors.

Requirements

• A High school diploma or equivalent is required (Associate's Degree preferred).
• Extraordinary customer service experience and team orientation.
• Successfully manages multiple tasks, interruptions, and competing deadlines while maintaining accuracy, organization, and attention to detail.
• Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill.
• Strong records maintenance skills.
• Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other applications applicable to the office.
• Ability to maintain confidentiality.
• Ability to communicate effectively, both orally and in writing.

Qualifications

• Minimum Qualifications: A High school diploma or equivalent is required (Associate's Degree preferred).

Skills

• Customer Service
• Administrative Support
• Event Planning
• Technology Management
• Communication

Benefits

Washington and Lee University offers a generous and comprehensive benefits package designed to support the well-being of employees and their families. To learn more about working at W&L and benefits, visit jobs.wlu.edu.

Pay

The expected pay rate for this position is between $22.54 - $26.15 per hour.

Schedule

This position works 35 hours per week. May work occasional nights and weekends. Work Schedule: Monday - Friday, 8:15 - 4:35 p.m.

Application Instructions

To apply, visit: https://wlu.wd5.myworkdayjobs.com/en-US/WLUCareers/job/Lexington-VA/Administrative-Receptionist_R1417