Front desk administrative assistant serves as the first point of contact for students, requiring a high-energy, customer-focused individual who thrives in a fast-paced service-oriented environment. The position demands exceptional attention to details and outstanding customer service skills to ensure each student receives prompt, effective assistance. The ideal candidate will be personal, proactive, and able to manage multiple inquiries simultaneously while maintaining a positive and professional demeanor.
This position is responsible for assisting in the effective day-to-day operations of Student Services, which requires breadth of knowledge in Student Services procedures and practices. Requirements include experience and proficiency in the use of integrated software, along with excellent oral and written communication skills, the ability to handle confidential information appropriately, and the ability to coordinate and prioritize multiple office duties. Ongoing training in the College’s and division’s software packages is also required.
Work schedule will be Monday-Thursday from 11:00 am-6:00 pm. Hours may vary and could include night and weekend event support.
The part-time, evening Administrative Assistant reports to the Coordinator – Student Services.
Essential Duties and Responsibilities
- Maintain knowledge of the duties and functions of the Student Services department and staff in order to provide information to students, staff, and the public. Be knowledgeable of other areas of the college in order to further direct inquiries.
- Excellent verbal and written communication skills. Ability to communicate with a diverse group of students and stakeholders via phone, email, and in-person.
- Exemplary customer service. Demonstrated competencies in Microsoft Office applications, including Word, Excel, PowerPoint, Publisher, and Access, as well as willingness to learn new software applications as needed.
- Schedule appointments for Student Services staff members.
- Prepare, copy, scan, and fax documents.
- Excellent organizational and time management skills with the ability to multi-task and problem solve.
- Schedule, organize, and provide prospective student tours (individual and group).
- Process Student Services incoming and outgoing mail.
- Ability to work in a team setting or independently; evidence of self-motivation/self-starter traits.
- Maintain a clean and safe work area.
- Assist with department-wide administrative duties, including scheduling, document management, student inquiries, and supporting the preparation and organization of student services events, workshops, and meetings.
- Assist with entering and maintaining student data in institutional systems, ensuring data accuracy and confidentiality.
- Provide logistical support for Student Services events, including helping with setup, registration, and student materials.
- Demonstrate excellent verbal and written communication skills, assisting with communication efforts across the Student Services department, including answering inquiries, providing guidance on registration, and supporting email and phone correspondence.
- Provide basic troubleshooting support for student-facing technology, including the student portal and online systems.
- Collaborate with full-time staff and cross-train in additional administrative duties to ensure continuous service coverage during absences or peak periods.
- Support students in navigating the application process, including residency determination, admissions testing, and registration for both curriculum and continuing education programs.
- Assist in training of student workers to ensure consistency in front desk operations.
- Maintain inventory of Student Services supplies, ensuring materials such as copy paper, forms, and other office supplies are adequately stocked.
General Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and must meet the requirements listed below that represent the knowledge, skill, and/or ability necessary to be successful. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
LANGUAGE SKILLS:
- Ability to read, analyze, and interpret common correspondence and reports.
- Ability to articulate professional responses to common inquiries and/or complaints from students, faculty, staff, or the public at-large.
- Ability to write using proper grammar and punctuation.
- Ability to effectively present information to management, students, faculty, staff, or the public at-large.
MATHEMATICAL SKILLS:
- Ability to apply and understand standard mathematical operations such as addition, subtraction, multiplication, and division.
REASONING ABILITY:
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
OTHER SKILLS and ABILITIES:
- Understanding of and commitment to the unique nature and role of the College and to the philosophy of the community college system.
Required Qualifications
Associate Degree in Office Systems Technology or related field; also experience within an office setting. Demonstrated proficiency in the use of integrated software, along with excellent oral and written communication skills. Must possess the ability to coordinate and prioritize multiple office duties
Preferred Qualifications
- Associate degree in Office Systems Technology or related field.
- Experience in an educational setting.
- Extensive successful customer service experience.
- Bilingual (English – Spanish).
Certificates, Licenses, Registrations Physical Demands
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 talk or hear.
- The employee frequently is required to sit, stand, & walk; use hands to handle, or feel objects, tools, or controls; reach with hands and arms
- The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.
- 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 the ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing 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 will occasionally be outside.
- The noise level in the work environment is usually low.
