Clerk IV (Main Office Coordinator)

About the role

The Main Office Coordinator serves as the first point of contact for students, faculty, staff, and guests entering the Manning College of Information and Computer Sciences and its three buildings. They provide operational management and administrative support, greet visitors professionally, and manage various tasks including opening and closing spaces, sorting mail, and supervising student employees.

Responsibilities

• Serves as the first point of contact for students, faculty, staff, and guests.
• Greets people in a professional and courteous manner.
• Answers questions and resolves concerns when possible, or directs them to the appropriate person, location, or resource.
• Maintains a clean, organized, professional, and welcoming reception area.
• Opens and closes the College’s public spaces, classrooms, and key meeting spaces each weekday.
• Periodically checks all public spaces in the building to ensure they are presentable and have the appropriate supplies.
• Moves tables and chairs back to their appropriate spots in conference rooms, event spaces, lobbies, and lounges.
• Reports any maintenance or janitorial issues to the College’s facilities team for resolution.
• Hires, trains, schedules, and supervises a team of student employees to support college operations across all three buildings.
• Ensures students complete their daily checklists and completes them on their behalf if necessary.
• Keeps the main office’s training manual, checklists, and other materials up-to-date.
• Assigns students special projects and oversees their completion.
• Evaluates student performance and creates a plan to overcome any concerns.
• Reports any ongoing concerns to the Human Resources Business Partner.
• Sorts and distributes incoming mail.
• Creates and updates mailboxes for all staff and faculty as needed.
• Works with the College’s facilities and hardware group to log and distribute incoming packages.
• Securely stores packages or distributes them to the appropriate building, people, or groups.
• May assist with inventory and ordering of office supplies.
• Provides extra support to other administrative roles throughout the college during peak times as requested.
• May assist with the acceptance of catering orders and provide back-up support to the College’s events team during peak periods.
• Performs other duties as assigned to support College goals and objectives.

Requirements

• High School diploma or equivalent.
• One (1) year of administrative assistant, receptionist, or related customer service experience.
• Ability to arrive on time each day to perform required opening duties.
• Strong written and verbal communication skills.
• Ability to work both independently and as part of an effective team.
• Strong interpersonal skills with the ability to interact effectively and create and maintain harmonious relationships with a diverse population.
• Independent initiative.
• Ability to stay on task and work productively with a minimal amount of supervision or guidance.
• Strong organizational skills and attention to detail.
• Ability to understand and follow complex oral and written instructions.
• Ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions.
• Strong computer skills including intermediate expertise with email, calendar systems, word processing software, spreadsheets, electronic filing and sharing systems.
• Ability and willingness to deliver mail and packages to other buildings across campus as needed.
• Ability to lift and relocate tables, chairs, and other seating to maintain presentable public areas.
• Willingness to take on a variety of tasks related to the successful operation and administration of the College.
• Ability to adapt and work effectively as the College grows and changes.

Qualifications

• Two (2) years of experience as an administrative assistant in an office setting.
• Experience with databases such as Microsoft Access or FileMaker.

Skills

• Excellent communication skills.
• Organizational and multitasking abilities.
• Customer service orientation.
• Problem-solving and decision-making skills.
• Ability to work independently and as part of a team.
• Computer proficiency with relevant software.

Benefits

Details about benefits will be provided upon hire.

Pay

Pay Grade: USA/MTA Grade 13

Schedule

Monday-Friday; 8:30am-5pm