Secretary / Reception / Front Desk Reception / Customer Service

Secretary IIServes as the primary front desk representative for the Broad Undergraduate Academic Services (UAS) office while providing front-line support for the undergraduate-facing units within the Broad College, including Undergraduate Academic Services (UAS), Multicultural Business Programs (MBP), the Residential Business Community (RBC), and Undergraduate Student Engagement (USE). Provides exceptional customer service to students, prospective students, families, faculty, staff, alumni, and visitors by serving as the first point of contact for the UAS office. Maintains consistent reception coverage, directs in-person visitors and phone calls, supports student check-in processes, manages office mail and key distribution, maintains shared office and conference room calendars, orders office supplies, updates office communication displays, and performs other routine office support functions that contribute to efficient daily operations. This position is expected to work on-site Monday through Friday to ensure continuous front desk coverage.Front Desk Operations and Customer Service (60%)Serves as a knowledgeable first point of contact as the primary front desk representative for UAS while providing front-line support for MBP, RBC, and USE by assessing student and visitor needs, providing accurate procedural information, and directing individuals to the appropriate office, advisor, or university resource.Facilitates student arrival by managing advising check-in procedures, monitoring appointment flow, and communicating with advising staff to support efficient front desk operations.Maintains the confidentiality of student information in accordance with FERPA and university policies.Maintains a professional and welcoming front office environment.Identifies recurring student questions, service trends, and operational issues encountered at the front desk and communicates recommendations to departmental leadership to improve service delivery and office operations.Reception Area Administration (20%)Maintains daily front desk operations by managing shared calendars, processing mail, distributing and tracking office keys.Maintains front office communications by updating digital displays, informational signage, bulletin boards, and printed materials to ensure students receive current information.Maintains the appearance, organization, and readiness of the reception area to ensure a welcoming and professional environment for all visitors.Office Support (15%)Obtains and maintains a Michigan State University Purchasing Card (PCard); purchases routine office supplies and approved materials in accordance with university policies and unit procedures; retains required documentation and submits transaction information in a timely manner.Orders, receives, inventories, and maintains office supplies to ensure uninterrupted office operations.Prepares, copies, scans, assembles, and distributes office materials, informational handouts, forms, and correspondence to support daily office operations.Assists with maintaining organized office files, shared resources, and front desk materials to ensure information is accurate, current, and readily accessible.Provides general administrative support for UAS, MBP, RBC, and USE by completing routine clerical and operational tasks that contribute to efficient front desk operations and a positive customer experience.Other Duties as Assigned (5%)Performs additional duties as assigned to support departmental operations.Works collaboratively with colleagues to support office priorities and contribute to a positive team environment.The minimum hourly wage for this position is $20.00. Final salary will be commensurate with relevant experience, educational credentials, position scope, and internal equity. Every effort will be made to provide a competitive salary that is equitable among Broad undergraduate-facing professionals.Minimum Requirements: Knowledge normally acquired through a high school education with coursework in typing and shorthand; one to three years of related and progressively more responsible or expansive work experience in word processing, spreadsheet, database, desktop publishing, calendaring and/or presentation software; typing and filing; and may require knowledge of technical or medical terminology and/or technical training related to the field of employment; may require bilingual abilities in a specific language; or an equivalent combination of education and experience.Desired Qualifications:Associate's degree.Experience working in a receptionist, front desk, or customer service role, preferably in a high-volume environment.Experience working in higher education, a student services office, or another professional office environment.Experience providing exceptional customer service and creating a welcoming experience for a diverse population of students, faculty, staff, and visitors.Experience using Microsoft 365, Google Workspace, and other office productivity software.Familiarity with Michigan State University administrative systems, policies, and procedures.Experience maintaining calendars, ordering office supplies, or supporting routine office operations.Equal Employment Opportunity Statement: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.Required Application Materials:ResumeCover letterContact information of three professional references