Office Administrative Assistant

Front Desk Administrative Assistant

Collegis Education is a marketing and technology education solutions company that offers industry-leading services for colleges and universities of every size in every sector. Using a proactive and data-driven approach, Collegis Education empowers institutions to make a broader impact by providing insights that help grow enrollments, improve student outcomes and optimize expenses. With several decades of experience working within the higher education industry, the team at Collegis Education was founded within the walls of a college and expanded to help change more lives through education. Currently, the infrastructures established by Collegis Education support more than 40,000 students nationwide.

This is a highly independent position that carries out general office and administrative tasks such as greeting guests, answering phones, maintaining conference room calendars, ordering office and kitchen supplies, and helping with various other project-based requests. This position requires professionalism both in-person and by phone. This person will be asked to work in the office at the front desk for 20-30 hours per week between 8:30am-5pm Monday-Thursday.

Front Desk Responsibilities:

• Greet office visitors.
• Distribute mail, packages and voicemails.
• Answer and route Collegis main line calls to ensure accurate and timely communications are facilitated. Take messages or field/answer all routine and non-routine questions.

Office Tasks:

• Work with office manager & property management to rectify facilities issues as needed.
• Maintenance/cleaning of all kitchens and kitchenettes.
• Ordering and organizing office and kitchen supplies (putting office supplies away, filling copiers and printers, filling sodas, making coffee).
• Maintaining efficiency of processes in the office.
• Order building access cards and create name plates for employees.
• Assist with all FedEx requests.
• Assure office is locked down upon leaving.
• Ordering meals for various meetings and responsible for set-up and clean-up of meals.
• Adhere to the appropriate information security policies based on the sensitivity of company data and report any security related issues.
• Ensure all conference rooms and breakrooms are neatly organized and properly stocked at all times.
• Develop collaborative relationships with Collegis employees and management.
• Perform other duties as requested, directed, and assigned.

Experience and Qualifications:

• Previous experience in a similar corporate environment preferred.
• Previous experience in Microsoft Office Suite, with an emphasis on Outlook preferred.
• Strong interpersonal, written, and verbal communication skills, with the ability to work closely with all members of the organization and to represent the Executives in a highly professional manner.
• Organization and time management skills.
• Continual attention to detail and follow-through, as well as accountability and reliability.
• Ability to adapt to changes in the work environment, manage competing demands, and deal with frequent change, delays, or unexpected events.
• Maintain a professional image, attitude, and telephone manner.
• Exhibit a high level of professional ethics and etiquette. Must be able to maintain the highest level of confidentiality and handle sensitive material concerning the organization and the Executives' roles within the organization.
• Ability to make sound judgments and take the initiative to make decisions/choices within the functional area of responsibility with minimal direct supervision.

Education, Certifications and Licensures:

• Associate's degree preferred but not required.

Remote/Hybrid Policy: This role offers the flexibility of a fully remote environment. However, in alignment with our commitment to collaboration and team engagement, candidates within a 60-mile radius of our Chicago, IL headquarters will be expected to follow a hybrid schedule, working onsite 1-2 days per week to support in-person connection and cross-functional partnership.

Beware of scams: Please note that all inquiries regarding Collegis Education job postings will come from an email domain of @mail.paylocity.com or @collegiseducation.com.

Collegis Education is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation.