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Position Title: Front Desk Representative
Department/Program: Admissions 62100
Work Location: Arapahoe Campus
Reports to: Assistant Director of Admissions Operations
FLSA Classification: Non-Exempt/Hourly
FTE: 100% (40 hrs/week)
Compensation: $20.49 – $23.57 per hour
Job Summary:
The Front Desk Representative for the Wulsin Hall Front Desk & Lobby provides administrative support to ensure efficient operations and excellent customer service for students, staff, faculty and the public. This position answers phone calls, greets visitors and carries out administrative duties such as typing, copying, scanning and filing. This role exhibits polite, friendly, professional communication via phone, email and in person, and contributes to the team effort by accomplishing related tasks as needed.
Job Duties & Responsibilities:
• Provides friendly, helpful, and courteous customer service to visitors entering the lobby, including students, staff, faculty and the public.
• Answers questions fully, anticipating needs when possible, and directing visitors to the appropriate department or staff member for continued service.
• Ensures prospective students with existing appointments are properly checked in.
• Observes and checks lobby wait times for visitors, following up with staff when needed to ensure the lobby visitors are taken care of quickly and efficiently, with minimal wait times.
• Answers incoming telephone calls without delay, directing callers to their appropriate destination. Use voice mail when possible, and take clear, comprehensive written messages when not possible.
• Responsible for document processing such as but not limited to mail sorting, mail returning, and filing.
• Supports the Office of Admissions and the University at large with the planning and managing of in-person and virtual events, including but not limited to: high school visits, open houses, orientation, commencement, and donor events.
• Supports Naropa’s strategic goals of increased enrollment management and retention by representing a dedicated in-person presence and connection to Naropa community members, prospective students, and visitors, as well as outreach to prospective students as directed.
• Attends to the neat appearance of front lobby and the work area behind the front desk.
• Supervises, help and guide work study employees who support this position.•Assists with scheduling Acuity appointments for people in person or on the phone, if needed.
• Knowledgeable of Naropa University calendar to successfully direct people to events.
• Uses systems including Acuity, 25Live, Teams, Mitel, Outlook.
• Assists (if time permits) various departments and receive periodic cross-training interdepartmentally.
Is located at front desk, Monday through Friday in-person from 8:30am-5 pm.
• Other duties as assigned.
Minimum Qualifications:
• 1 – 2 years of administrative assistant experience.
• Strong knowledge of Microsoft 365 suite of applications, including Microsoft Word, Excel, Outlook, Teams, OneNote, etc.
• Excellent customer service and interpersonal skills.
• Highly organized and detail oriented.
• Resourceful, able to work independently, practice respectful communication and utilize sound judgement
• Ability to create and maintain a positive team environment and behave professionally with everyone encountered in the course and scope of the job duties.
• Understanding of and commitment to upholding the vision and mission of Naropa University through aligned personal behaviors, actions and communications.
• Commitment to co-create a diverse and inclusive community and actively participate in related professional development regarding the dynamics of privilege and oppression and the impact these have in the workplace.
Preferred Qualifications:
• 2 – 3 years of administrative assistant experience in a university setting.
Physical & Environmental Requirements:
Maximum amount of weight employee must be able to lift/carry with or without reasonable accommodation(s):•25 lbs.
During regular daily activities, employee must be able to do the following with or without reasonable accommodation(s): Stand, walk, sit, handle/finger, bend at the waist, reach above shoulder level, kneel, crouch,
During regular daily activities, employee may be exposed to the following: Interruptions/Distractions
Naropa recognizes the following holidays throughout the year:
Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Fall Break, 4th Thursday and Friday in November, Winter Break, the last two weeks in December encompassing the Christmas holiday as well as New Year’s Day.
Naropa’s health and welfare benefits include the following: medical, dental, vision, FSA, HSA, employer-paid short-term and long-term disability, employer-paid life insurance and accidental death and dismemberment, an employer-sponsored pre-tax retirement savings plan, which includes up to 2.5% employer matching, and a variety of voluntary, employee-paid supplemental insurance plans.
A comprehensive benefits package is available to full-time employees who work a minimum of 30 hours each week.
Employees who work 20 – 29 hours each week are eligible for only the employer-paid short-term & long-term disability, employer-paid life insurance & accidental death and dismemberment, and the retirement plan, which includes up to 2.5% employer matching.
Employees who work fewer than 20 hours per week are eligible to participate in Naropa’s retirement plan only, which includes up to 2.5% employer matching.
All regular full-time and part-time faculty and staff, including student workers, accrue sick leave benefits. Full-time and part-time staff positions accrue vacation and personal time. All leave accrual rates vary based on the position, hours worked, and years of service.
The University recognizes the importance of including its employees in its organizational mission and values and welcomes employees into the classroom to “touch the magic.” Specifically, regular employees are provided generous tuition remission opportunities for themselves and their family members.
Naropa University participates in the Council of Independent Colleges Tuition Exchange Program (CIC-TEP). CIC-TEP is a network of CIC colleges and universities willing to accept, tuition-free, students from families of full-time employees of other CIC participating institutions (full-time as designated by the employer/institution). Additional information can be found here: https://www.cic.edu/member-services/tuition-exchange-program