Welcome Desk Receptionist

Welcome Desk Receptionist (Administrative Assistant I)

Job Classification - R1-A, Non-Exempt

Department Name - Educational Operations

Supervisor - Senior Associate Dean of Operations

Work Arrangement - On Campus

California University of Science and Medicine (CUSM) is seeking a friendly, dependable Welcome Desk Receptionist (Receptionist) to serve as the first point of contact for students, faculty, staff, and visitors of CUSM. Located in the main lobby, this on-campus role creates a welcoming and professional experience while helping connect individuals with the people, resources, and services they need. The Receptionist also supports daily campus operations by greeting and assisting visitors, managing incoming calls and communications, maintaining visitor and contact information, coordinating vendor and courier access, supporting mail and shipping activities, and assisting with university events.

What we're looking for: The ideal candidate is approachable, dependable, and highly organized, with a genuine commitment to exceptional customer service. Candidates must be able to work on campus five days a week, with occasional evenings or weekends, in support of University events and operations.

This position is available immediately and will remain open until filled. Priority consideration will be given to applicants who submit a resume, application, and cover letter by September 14, 2026, through the application link. This non-exempt position pays $22$24 per hour, depending on education, job-related knowledge, skills, and experience. This is an on-campus position; remote work is not available.

Position Purpose Under the direct supervision of the Senior Associate Dean of Operations, the Welcome Desk Receptionist is responsible for providing exceptional customer service to the California University of Science and Medicine community. As the primary point of contact for front desk communications and visitors to the university, the Welcome Desk Receptionist must be friendly, approachable, dependable, and a proactive self-starter. The ideal candidate will demonstrate outstanding customer service, strong attention to detail, and the ability to manage multiple tasks in a dynamic environment while maintaining confidentiality and professionalism.

Essential Functions

95% Welcome Desk Main Lobby

• Greet students, employees, and visitors with a positive and helpful attitude. Assist all in navigating the campus and direct them to the appropriate employee or department.
• Exhibit a high level of professionalism while interacting with students, faculty, employees, and visitors.
• Answer and screen incoming phone calls politely and professionally; take and deliver accurate messages as needed. Review, assess, route, answer, and follow up on phone-related correspondence.
• Respond to internal TEAMS messages in a timely and professional manner. Review, assess, route, answer, and monitor follow-up on TEAMS-related correspondence.
• Maintain a clean, tidy, and safe lobby/reception area, as well as your personal desk.
• Assist with workplace security by issuing, checking, and collecting badges from all visitors or vendors.
• Maintain the visitor log.
• Coordinate messenger and courier service.
• Maintain the CUSM phone directory and other employee/department contact lists.
• Coordinate access for vendors, vendor deliveries, or emergency personnel with the facilities team.
• Provide backup services to the facilities team for receiving and shipping activities.
• Receive, sort, and distribute incoming mail. Assist with preparing outgoing mail or deliveries.
• Assist with department or university events.
• May be required to adjust work schedule in support of university operations (evenings or weekends).

5% Other Duties as Assigned

Required Educational Qualifications

High School diploma or General Education Degree (GED) and a minimum of one (1) year experience in the customer service industry.

Skills and Abilities

• Excellent communication skills, including written and verbal acuity.
• Excellent customer service skills.
• Excellent organizational skills and attention to detail to prioritize work assignments, employ political acumen, and integrate information to determine an appropriate course of action.
• Strong knowledge of Microsoft Office Suite, MS Outlook/Teams, SharePoint, and Adobe Sign.
• Demonstrated experience working independently and as part of a team.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Ability to maintain confidentiality; ability to recognize sensitive information and handle information with care and tact.
• Ability to guide processes to closure.
• Ability to work on multiple tasks simultaneously.
• Ability to adapt to a dynamic environment.
• Ability to exercise sound judgment routinely and independently in decision-making.

Preferred Qualifications

• Associate's degree.
• Prior experience as an administrative assistant or receptionist.
• Experience in higher education, medical education, or university environment.

Other Requirements

Items Used

Standard office equipment including computer, printer/copy machine, postage machine, and telephone.

Physical Requirements

• Sit: Constantly
• Stand: Frequently
• Walk: Frequently
• Bend: N/A
• Squat: N/A
• Climb: N/A
• Crawl: N/A

Mental Requirements

• Read/Comprehend: Constantly
• Write: Constantly
• Perform Calculations: Occasionally
• Communicate Orally: Constantly
• Reason and Analyze: Constantly

Environmental Requirements

• Is exposed to excessive noise: No
• Is around moving machinery: No
• Is exposed to marked changes in temperature and/or humidity: No
• Drives motorized equipment: No
• Works in confined quarters: No
• Dust: No
• Fumes: No

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

FLSA Status: Non-Exempt

Job Description Preparation Date: August 2026

Equal Employment Opportunity Statement

We are an Equal Employment Opportunity employer committed to providing equal opportunity in all of our employment practices, including selection, hiring, assignment, re-assignment, promotion, transfer, compensation, discipline, and termination. CUSM prohibits discrimination, harassment, and retaliation in employment based on race; color; religion; genetic information; national origin; sex (including same sex); sexual orientation; gender identity; pregnancy, childbirth, or related medical conditions; age; disability or handicap; citizenship status; service member status; or any other category protected by federal, state, or local law.

California University of Science and Medicine