Welcome Center Coordinator, ESM

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

26 Gibbs Str, Rochester, New York, United States of America, 14604

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

300021 ESM HR & Admin Operations

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

GENERAL PURPOSE
Under the general management and guidance of the Human Resources and Administrative Operations Director, the Welcome Center Coordinator supervises TAR and student workers. This position provides an environment that is welcoming, helpful and collegial for the Eastman community working both independently and collaboratively to carry-out the functions of the Welcome Center by using a variety of logistical resources, knowledge of the academic environment, events, calendars, as well as faculty and staff information to assist staff, faculty, students, visitors and community members with inquiries via phone, email and in person. Maintains confidentiality of work and information that passes through the Welcome Center. Responsible for adherence to University & Eastman procedures, maintaining accurate records and proper recordkeeping practices.

ESSENTIAL FUNCTIONS

Mail and Deliveries

• Reviews and routes time-sensitive mail & packages to appropriate levels of management.
• Coordinates & distributes ESM package deliveries and manages the flow of incoming and outgoing mail.
• Maintains an up to date package delivery log
• Ensures mailbox listing is accurate and up-to-date.
• Informs employees via email of mail deliveries and mailboxes that are full and need to be picked up.
• Trains and supervises students to sort and distribute daily mail to faculty and staff mailboxes.
• Coordinates with Facilities upon the arrival and delivery of oversize items; trouble shoots when arrivals of such are unanticipated.
• Maintains current listing of mailbox holders; updates changes on mailbox directory as needed.
• Communicates policies with new mailbox holders and reminds departing mailbox holders to empty box and return key.
• Informs Facilities of mailbox and key malfunctions.

Customer Service/Information Management

• Answers the main phone line to ESM and responds to ESM Welcome Center Email (within 24 hours weekdays) routing calls and providing information as able regarding Eastman activities, concerts and other events taking place in Eastman venues.
• Keeps abreast of events and activities by frequent contact with Eastman Concert Office, ESM Communications, ESM Admissions, Advancement and other departments, by conducting research on the web and by reviewing publications such as @ Rochester, Eastman Weekly, Eastman Calendars, Encore, City Newspaper, etc.
• Provides walk-up traffic with direction and assistance.
• Manages the distribution and return of faculty studio keys and general classroom keys.
• Manages Bike Locker key assignments and issuance.
• Prepares informational notices for student workers to ensure they have the most up-to-date information to be able to answer inquiries properly; students are first people to answer main phone line and greet walk up customers.

Parking Management

• Responsible for issuing and accurately tracking parking vouchers.
• Produces parking vouchers for Deans office, ESM UHS & Welcome Center
• Provides bulk vouchers as approved by manager for events and coordinates documentation for the reimbursements.
• Reports parking issues and concerns that are reported by employees to manager or DPS in a timely manner.

Supervision

• Provides general supervision & training for WC TAR staff employees and student workers.
• Approves biweekly timesheet for direct staff & student employees.
• Ensures continuity of coverage from the Welcome Center; coor