What are the responsibilities and job description for the Front Desk/Receptionist position at Florida National Univer?
Major Responsibilities: Provides reception area coverage for visitors, faculty, students, and the public, managing diverse clerical tasks including answering calls, relaying messages, handling documents, recording data, and compiling reports.
Key Responsibilities:
1. Communication Management: Respond promptly to daily communications via email and voicemail, addressing inquiries promptly and professionally.
2. Policy Adherence and Ethical Compliance: Ensure strict adherence to the University's mission, policies, procedures, ethical standards, compliance with data protection regulations and pertinent legal regulations in all aspects of admission activities.
3. University Engagement: Participate in Commencement Exercises, new student orientation, university events, committees, self-studies, and University Commencement Ceremonies.
4. Special Projects: Execute special projects assigned by the President or supervisor.
5. Compliance Adherence: Ensure compliance with Title IX of the Education Amendments Act of 1972, as well as FNU Policies, Procedures, Rules and Regulation, the FNU Code of Ethics, Family Educational Rights and Privacy Act (FERPA), Florida Information Protection Act of 2014 (FIPA), the EU General Data Protection Regulation (GDPR), and all other applicable federal, state, and local laws, rules, and regulations.
6. Assigned Duties: Undertake other assigned duties as required.
Position Responsibilities:
1. Ensure that a professional and courteous environment is maintained in the lobby with students, faculty, administrators, and the general public in a manner that supports the dignity of all.
2. Uses proper behavior and language in dealing with people that is appropriate to the workplace exemplifying a courteous and friendly manner.
3. Handle sensitive issues and deliver difficult messages fostering rational, open discussion and minimizing negative impact on others.
4. Coordinate the coverage of the reception area to ensure proper handling at all times.
5. Following established guidelines, responds to inquiries regarding departmental services and procedures and answers telephones inquiries.
6. Manage, keep track and disseminate all telephone messages including voicemail in/out in a timely manner for the Administration, Staff, and Faculty.
7. Receives visitors and potential enrollments appointments, and refers them to their proper destination ensuring established guidelines/ procedures are followed.
8. Manage, maintain, and monitor established record keeping of all incoming potential enrollment telephone inquiries, and forwards information to the Admissions office personnel.
9. Ensures proper identification of anyone entering the premises and enforcing always wearing of IDs.
10. Performs a variety of routine clerical duties such as passing out class rosters to faculty, input and maintain records in computer, creates forms, letters and/or reports as assigned.
11. Receive and handle incoming and outgoing mail.
Requirements:
• High School Diploma.
• English/Spanish required.
• Clear verbal communication to interact with visitors, colleagues, and callers, as well as strong written communication for emails and messages. Being friendly, approachable, and able to make guests feel welcome and comfortable.
• Managing multiple tasks efficiently, such as scheduling appointments, handling incoming and outgoing mail, and maintaining records.
• Providing excellent service to visitors and callers, addressing inquiries and concerns courteously and professionally.
• Basic proficiency in computer applications such as word processing, email, and spreadsheets, as well as familiarity with office equipment like printers and scanners.
• Ensuring accuracy in tasks like data entry, message taking, and document processing.
• Ability to handle unexpected situations calmly and find solutions effectively.
• Being flexible and able to adjust to changing priorities and environments.
• Maintaining discretion and handling sensitive information with care.
• Collaborating effectively with colleagues and supporting the smooth operation of the office.
Schedule:
Monday - Friday: from 1:00 PM-10:00PM
Job Type - Full-time
Working Conditions
General office working conditions.
Noise level is at normal office capacity.
