Front Desk Administrator

Front Desk Administrator

The Front Desk Administrator provides reception and administrative support to multiple locations, including Student Services, Main Building, Gee Building and the Literacy building, on the main campus in Graham and the Dillingham Center in Burlington, while providing first-class customer service in every interaction. The position includes managing high in-person traffic and call volume while resolving multiple inquiries, especially during peak registration periods. This front desk position provides a single source of knowledge for campus information, and is responsible for answering questions, providing accurate referrals, and solving problems effectively and efficiently for students, employees, and visitors. The Front Desk Administrator ensures seamless day-to-day operations, fostering a positive and professional experience for all.

This position follows a standard Monday-Friday schedule with occasional evening and weekend hours.

Essential Duties and Responsibilities

• Serve as a first point of contact for students, employees, and visitors at main entrances.
• Greet visitors with professionalism and enthusiasm.
• Answer questions and accurately refer/transfer students, employees, and visitors by phone and in person.
• Assist with outreach efforts for prospective students, such as making prospect calls, emailing applicants, etc.
• Maintain a broad, informed knowledge base of college operations, policies, and procedures.
• Check in students, employees, and visitors for appointments, testing, and meetings.
• Utilize and regularly update the 25Live scheduling software to manage room reservations, campus events, and facility usage
• Provide administrative support, including managing calendars, scheduling meetings,
• Assist with registration of College and Career Readiness, Workforce and Continuing Education, and Curriculum programs.
• Manage and organize office files, records, and reports.
• Ensure follow-through, track progress of projects, use effective workflow systems to increase efficiency and effectiveness and monitor project deadlines.
• Handle confidential and sensitive information with discretion.
• Assist with special projects and events.
• Perform other duties as assigned to support the mission of the college.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

• Analytical - Synthesizes complex or diverse information; collects and researches data.
• Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
• Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
• Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
• Written Communication - Able to read and interpret written information.
• Business Acumen - Aligns work with strategic goals.
• Cost Consciousness - Works within approved budget; conserves organizational resources.
• Diversity - Shows respect and sensitivity for diversity and cultural differences; promotes a harassment-free environment.
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.
• Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Personal Appearance - Dresses appropriately for position.
• Attendance/Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Looks for and takes advantage of opportunities; asks for and offers help when needed.
• Innovation - Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Quantity - Completes work in timely manner.
• Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Skills

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to calculate and apply concepts of basic Mathematics.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Computer Skills

To perform this job successfully, an individual should have general knowledge of Database software; Internet software; Spreadsheet software and Word Processing software.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

• Walking __X___
• Running _____
• Squatting __X_____
• Jumping ______
• Sitting ___X____
• Standing __X____
• Lifting (30 lbs. maximum) ___X_____
• Speaking __X___
• Hearing ___X____

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position.

• Classroom Setting __X____
• Inside ____X____
• Outside ________
• Office Setting ___X_____
• Loading Dock ________

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position .

Typical Qualifications

• Strong customer service and communication skills.
• Ability to multitask and manage high volumes of in-person and phone interactions.
• Knowledge of administrative practices and procedures.
• Proficiency with office software and scheduling systems (including 25Live).
• Ability to work effectively in a team and independently.
• Professional demeanor and ability to handle confidential information with integrity.