General Statement of Job

Serves as primary receptionist for busy office, including in-person traffic, email, and phone calls. Keeps official department records and relieves Director and/or office staff members of clerical and administrative work by performing the following duties.

Specific Duties and Responsibilities

Essential Duties:

Manages department’s staff calendars and independently schedules appointments for all staff members.

Screens incoming calls and email correspondence, responding independently when possible.

Prepares sensitive financial information for student files, correspondence, reports and other documents.

Tracks, logs, and routes documents and information received by department.

Builds student files in preparation for verification process, which includes organizing files for each new award year.

Creates and maintains database, spreadsheet, and paper files.

Coordinates and organizes material packets for events, mailings, and other outreach performed by office staff.

Maintains and orders office supplies and tracks office budget expenditures.

Cross trained to perform duties of other office positions as needed.

Responsible for training and supervising student workers in the office. This includes screening of student interviews for potential applicants, and upon hiring, creating the work schedules for the student workers.

Education, Experience, and Licenses

High School diploma or GED required. Associate’s degree (A.A.) or equivalent from accredited two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience. Prefer business-related field degree.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of students, faculty, staff and members of the public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to effectively communicate orally (in person and by telephone) and in writing.
• Ability to effectively use various computer software including MicroSoft Office Suite.
• Ability to effectively use the internet.
• Ability to maintain highest level of confidentiality in accordance with the Family Education Rights and Privacy Act (FERPA).
• Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.