Administrative Assistant - Welcome Center (Part-time Afternoon) - St. Philip's School and Community Center

Job Title:           Senior Administrative Assistant

Department:      Office of Experience – Welcome Center

Job Category:   Administration

FLSA:               Non-exempt

Payroll:             Hourly

Hours:              12:30 p.m. – 6:00 p.m. (Mon- Fri); occasional weekends as needed

Reports to:        Chief Experience Officer

  General Summary

The Administrative Assistant will serve as the first impression to all visitors and will provide support across departments within the organization.  Physically located alongside the departments of Admissions, Community Advancement, and Finance this role will be responsible for the overall customer experience for all visitors to St. Philip’s School and Community Center.

 Minimum Education

• High School diploma with minimum of 2 years of administrative and front facing customer service experience

 Required Skills and Experience

• Proficient in Microsoft Office products
• Experience using multi-line telephone system
• Excellent written, oral communication and interpersonal skills
• Ability to connect with diverse people and organizations
• Ability to fully embody organizational Core Values

• Servant-heart: Displays Christ-like character
• Respectful: Treats all with dignity
• Trustworthy: Behaves and speaks in a manner that builds trust
• Pursing Excellence: Stives to be better both individually, organizationally and in the community
• Collaborative: Works well with others
• Dedicated: Works hard, passionately invests in ministry

 Lead Responsibilities

• Ensuring that all staff members are trained on all relevant policies and procedures, including safety measures
• Providing feedback to employees about their performance on a regular basis, documenting any concerns that may need to be addressed
• Conducting regular meetings with supervisors and managers to discuss progress towards goals, issues with specific employees, or other relevant topics
• Providing input for the purchases of office supplies and furniture, office equipment, in accordance with company purchasing policies and budgetary restrictions
• Directing the work of the administrative professional staff ensuring efficiency through effective utilization of assigned resources
• Coordinating and overseeing the day-to-day operations of the group

 General Duties and Responsibilities

• Monitor daily calendar of events and produce welcome correspondence for visitors
• Act as primary greeter, receiver and screener of incoming visitors, volunteers and families entering the campus.
• General clerical responsibilities to include but not limited to copying, scanning and labeling as needed.
• Coordination with external vendors to maintain office machinery and supplies (water, paper, etc.)
• Responsible for incoming mail, date stamping, sorting and distribution
• Maintain and update Employee Directory
• Follow up calls to individuals or organizations who inquire and/or visit campus
• Provide back-up support to other administrative staff for other departments
• Organize and participate in volunteer recognition programs and special events
• Other duties as assigned

 Job Specification

The list of Requirements, Duties, Responsibilities is not exhaustive but is merely the most accurate list for the current job. Management reserves the right to revise the job description and to require that other tasks be performed when the circumstances of the job change (for example, emergencies, changes in personnel, workload or technical development).

 Work Environment and Physical Demands

• Primarily at desk with some degree of standing or walking as needed per event.
• Extended periods of standing may be required depending on event
• Normal physical activity including some bending, pushing, pulling, and lifting as applicable to volunteer activities.