Customer Service Coordinator (Front Desk Reception)

The mission of the University of St. Augustine for Health Sciences is the development of professional health care practitioners through innovation, individualized, and quality classroom, clinical, and distance education.


GENERAL SUMMARY
The Customer Service Coordinator provides concierge level service support to the assigned campus. The incumbent will be the face of the university, welcoming internal and external visitors, with a professional and proactive approach that anticipates the needs of the campus reception area. The position is responsible for attending to visitors and overseeing reception area interactions to include inquiries over the telephone as well as face-to-face. The Customer Service Coordinator acts as the first point of contact for students, employees and visitors and is responsible for operational and administrative support to include answering phones, opening, and distributing mail, supplies maintenance, calendaring, filing and other related clerical/administrative duties.

This position requires a full-time presence (5 days a week) on the assigned St Augustine campus.

Note: This position operates in a high-volume reception area requiring frequent direct customer interaction and effective management of a multi-line phone system.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Campus entry processes and procedures:
• Answers calls in a professional and courteous manner and conveys messages to staff and faculty; serves as a back-up to the automated University-wide telephone system.
• Serves visitors by greeting, welcoming, directing and announcing them appropriately.
• Provides campus and local community information to visitors.
• Facilitates the delivery of materials and/or correspondence to visitors upon arrival.
• Serves as a member of the campus response and reentry teams, as needed.

Campus Access, Parking and Commuter Programs (as applicable):
• Coordinates and maintains campus-wide Commuter Assistance Program (CAP).
• Issues and tracks appropriate campus and parking access badges for walk-in visitors, vendors, faculty, staff and students.

General administration and campus services:
• Support campus events and activities under the direction of the Campus Director; may assist with the coordination and logistics for campus-wide events to include scheduling, set-up and clean-up for the event.
• Manages campus supply inventory and places orders for general, breakroom, and copier supplies, as needed.
• Maintains inventory of supplies, brochures, and collateral for reception desks.
• Maintains campus-wide events calendar.
• Maintains and updates master campus seating list in coordination with Campus Director, Human Resources and Facilities.
• Ensures regular and frequent updating of campus video monitors to reflect current and relevant campus news and information.
• Prepares mailers for shipping and delivery services (UPS, FedEx, courier, etc.).
• Supports activities and initiatives related to campus safety and security in coordination with the Director, Safety and Security.

Human Resources support:
• Supports campus Human Resources Manager with collection of on-boarding documents for all faculty, staff and students; completes new hire I-9 process under direction of HR Manager, as needed.
• Manages and coordinates reception area coverage and schedule for Student Workers.

OTHER DUTIES AND RESPONSIBILITIES
May perform other duties and responsibilities that management may deem necessary from time to time.
• Assists with other operational and administrative support activities as assigned to support the needs of the University and campus.

TRAVEL REQUIREMENTS
Not applicable

MANAGEMENT/SUPERVISORY RESPONSIBILITIES
Not applicable

POSITION IN ORGANIZATION
REPORTS TO: Campus Director and Campus Director Administrative support person on campus for time reporting purposes

POSITIONS SUPERVISED: Not applicable

TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED
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. Incumbents will be evaluated, in part, based on performance of each essential function. Appropriate reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE
• High School diploma or equivalent (GED) required. Bachelor’s degree highly preferred.
• 1-3 years of administrative experience required in a fast-paced, customer service-oriented role.
• Ability to interact with various personalities with tact and diplomacy and maintain a flexible, positive attitude.
• Outstandi