What are the responsibilities and job description for the Administrative Support Specialist position at MCPC?
Job Description
Job Description
Administrative Support Specialist
Background :
The Foundry is Cleveland's Community Rowing and Sailing Center. We are a 501©3 nonprofit organization serving Cleveland, Ohio and the surrounding communities. Our mission is to transform the lives of Cleveland's youth through access to the sports of rowing and sailing.
Description :
This role is an administrative role that includes working in various system functions of the Foundry. This representative will also provide guest management in a professional manner, while assisting in maintaining the security posture for the Foundry. This person will be working at times from the front desk and will assist in ensuring guests have a positive experience with information about the Foundry as needed.
Key Responsibilities :
Document Management : Collecting required registration and program documents; scanning, filing
and retention management of documents.
Report Generation : Produce daily registration reports and other reports as required / requested
utilizing the registration and other systems.
Systems Support : Master use of the various systems (CRM called NEON, Wix, Sports Engine, etc) for
designated projects and assignments.
Volunteer Coordination : Assist in the collection and tracking of volunteer hours; schedule
volunteer activities, contact and match volunteers to Foundry opportunities.
Alumni Information : Email, collect and record graduate information for Alumni
Directory under the direction of the Development team.
Guest Relations : Receive payments and / or run credit card transactions for athlete fees, event space rentals, etc. Provide tours when other assigned staff are unavailable.
Point of Sale : Collect monies / execute credit card transactions for goods sold. Report sale in shift
log and record on inventory listing. Perform inventory counts as assigned.
Administrative : Cash box audit. Run credit card settlement reports. Update cash / check receipt
logs, lost and found tracking sheet, etc. File and retain visitor logs, training sign in sheets, etc.
Shift Change : Log daily front desk activities with notations of time, actions taken and initial
posting. Ensure a smooth transition between staff shift changes. Lock front door upon exit from
building.
Guest Management : Enthusiastically greet each guest / student with a smile while making eye
contact. Ensure guests / students sign in. Notify the host of guest(s) arrival.
Phone Monitoring : Receive incoming calls and forward as needed to staff members. Take
messages and email / pass to intended recipient or departmental email for follow up.
Mail / Deliveries : Receive and sign for deliveries and alert internal personnel.
Security : Monitor security cameras for safety of campus. Escalate safety concerns to leadership.
Check that Foundry campus is secure and locked down at closing and during shift when applicable.
Monitor athlete team activity to understand the location of students and coaches at any time. Have a general awareness of all groups always using the Foundry campus. Report student / visitor behavior not consistent with policy to administration or to coach if immediate corrective action is needed.
Cleanliness : Ensure the lobby area is guest ready. Keep counter area clean. Keep literature area(s) orderly.
Laundry : Per limited schedule, wash, dry, fold and restock small hand towels for exercise area.
Emergency Response : Provide assistance as needed during emergency situations. Execute call to 911 and / or parents, administration, etc as needed and / or directed.
Campus Opening : Turn on lights, computers, monitors, radios, etc in various campus sites.
Unlock front door
Campus Closing : Turn off lights, computers, monitors, radios, etc in various campus sites. Lock
doors. Review perimeter cameras to ensure outside and bay doors are secure.
Other Duties as Assigned : Completion of miscellaneous tasks or addition of duties as assigned that can be accomplished at the front desk location.
Qualifications :
- Proficient with technology. Advanced knowledge of Microsoft Office strongly preferred
- Ability to multi-task and complete simultaneous projects with extreme attention to detail according to required timelines. Ability to be flexible with schedule and duties. Strong organizational, written, and verbal communication skills
- Customer service oriented with the ability to get along with a wide variety of personalities. Team player that can relate to student athletes
- Security and professionally minded at all times
- CPR / First Aid certification preferred
- High school diploma or equivalent required
- Ability to lift up to 25 pounds
- hours are flexible and looking for someone whom can work until 7 : 30pm
