Receptionist Administrative Support Coordinator

About the role

This full-time, fully on-site position manages front desk operations and provides comprehensive administrative and operational support at Excelsior University’s St. Petersburg location. The role serves as the primary point of contact for students, staff, and external visitors, ensuring a welcoming, professional, and well-organized environment. Reporting directly to the Assistant Vice President for Transformative Partnerships and Growth Initiatives, this position plays a critical role in supporting daily site operations, coordination of events and engagements, and administrative functions across multiple activities and stakeholders. The role requires consistent on-site presence, flexibility with business hours, and a high level of reliability, professionalism, discretion, and attention to detail.

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.

Requirements

• 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.

Pay

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

Benefits

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