Front Office Coordinator

Job Summary Performs duties under direct supervision but works independently to assist with the coordination of a variety of projects and activities in support of the day-to-day processes of University Housing Services. The incumbent is responsible for providing department-wide reception and clerical support. Responsibilities include customer service, managing phone calls and answering general housing questions and emails, and appropriate handling of confidential information. Additional duties include coordinating the website Live Chat and Chat Bot feature, assisting with the department Early Arrival Process, and providing general clerical support as needed. Key Responsibilities Answers telephone calls, takes messages, and screens calls for all Housing staff, including voicemail messages. Creates a weekly schedule for Front Office coverage. Monitors department radio communication to facilitate maintenance needs. Coordinates hiring, training, scheduling, and evaluation of student assistants for the UHS Front Desk. Provides workflow coordination and monitors the work of student assistants. Greets students, staff, and the general public and answers inquiries about Housing and related functions. Utilizes word processing for letters, memoranda, and other paperwork. Uses Starrez to assist new residents entering applications into the database via the student web. Accesses information through computer software programs when responding to questions regarding the status of student applications, licensees, or accounts. Assists with collecting and distributing application materials and selection processes for UHS, including Residential Life Student Staff selection and administrative student assistant applications and new hire paperwork. Maintains schedules associated with Housing processes, including interviews. Tracks department-wide student inquiries for year-end analysis. Coordinates Early Arrival process for residents who need to move in early in August. Provides information to residents via the Housing website. Works with supervisor and IT to set up the Early Arrival application on the Housing portal through the Starrez database. Collaborates with campus departments to promote early application and move-in options. Works with accounting to bill campus departments responsible for early arrival student charges. Reviews all early arrival requests and makes approvals or denials. Coordinates the Housing office Live Chat feature on the Housing website. Responds daily during business hours to all live chats that come into the Housing website. Collects information regarding housing processes, policies, and important dates for Chat Bot questions and answers. Creates content for the Chat Bot questions and answers. Serves as counterpart and backup for other Receptionists. Assists in documenting department policies and procedures and trains department staff in their implementation. Knowledge, Skills & Abilities Demonstrated knowledge of computer applications: MS Word, Excel, Internet tools. Ability to learn and use the Housing Database system. Ability to learn and use the Housing and University Live Chat feature for the website. Ability to learn, set up, and use the Housing Chat Bot feature for the website. Experience in all technical aspects of work assignments. Thorough knowledge of University methods, procedures, and practices. Thorough knowledge of English grammar, business writing, punctuation, and spelling; ability to compose and format correspondence and reports. Ability to work independently and handle multiple priorities and projects. Ability to solve common and unique problems using reasoning and judgment to develop practical, thorough, and creative solutions. Ability to apply policies and procedures where guidelines may not exist. Demonstrated competence in effectively presenting standard information in writing. Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users, set schedules, and complete projects accordingly. Ability to coordinate and direct student assistants. Ability to maintain confidentiality and handle sensitive communications with employees and external agencies. Strong commitment to customer needs and excellent customer service and public relations skills. Professional and respectful communication with constituents. Required Qualifications Equivalent to a bachelor’s degree in a related field. Relevant education and/or experience that demonstrates the knowledge and abilities listed above may be substituted on a year-for-year basis. Preferred Qualifications Bachelor’s Degree in Education, Hospitality Management, Business Administration, or a related field. Experience supervising student staff. Experience coordinating an administrative process. Experience in an educational and/or residential setting. Customer Service experience. Compensation Classification: Housing Operations Professional I Anticipated Hiring Range: $4,282/month – $4,544/month (Step 2 – Step 5) CSU Salary Range: $4,198/month – $6,115/month (Step 1 – Step 20) Equal Employment Statement San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. #J-18808-Ljbffr