Front Desk

Front Desk & Admin. Assist.

Job Summary

The Utah System of Higher Education (USHE) is seeking a full-time Front Desk & Administrative Assistant to provide superior customer service to guests, vendors and staff. We are seeking a self-motivated team member with excellent customer service, organization, communication, document preparation, and multitasking skills to support out front desk and associate commissioners.

Responsibilities

• Provide superior customer service to all guests and internal employees.
• Answer the main phone line and transfers calls accordingly.
• Greet guests, determine purpose of visit, verify identity, log arrival and departure times and contact the host of the visitor.
• Provide parking validations for visitors.
• Schedule conference rooms for meetings, interviews, and luncheons.
• Manage inbound/outbound mail deliveries as required
• Document imaging and scanning.
• Maintain a clean and neat environment in the lobby, conference rooms, and consultation rooms at all times.
• Provide administrative support to departments including drafting and reviewing correspondence, maintaining records, mailing lists, creating spreadsheets and reports, processing travel requests and reimbursements, maintaining calendars, filing, and copying.
• Review and maintain leave records for employees including accurate payroll processing.
• Meeting management including:
  1. Scheduling of complex meetings that require coordination of multiple stakeholders. Complete or receive scheduling requests, revise and/or add additional communication as needed.
  2. Agenda prep, Zoom set up, minutes, and Zoom recordings.
  3. Act as the event planner/coordinator for face-to-face and virtual meetings, yearly retreats, and conferences.
  4. Set up events and attend the meetings, provide support, and take meeting minutes.
     
     
• Create and maintain agendas, spreadsheets with attendees, maintain budget, and answer questions as main point of contact.
• Work with various admin team members on projects and events. Fill in when other administrative assistants are out of the office.

The essential functions listed above are not a comprehensive list of all duties, tasks or projects.

Minimum Qualifications
Skills and Knowledge:

• Three to five years of experience supporting upper-level management OR office reception related experience or equivalency (one year of education can be substituted for one year of related work experience).
• Multi-line phone system experience
• Operational knowledge of Microsoft Office and related computer software including Outlook, PowerPoint, etc.
• Communicate in writing clearly and concisely.
• Communicate effectively with others verbally.
• Complete assigned tasks to meet deadlines.
• Meet customers’ expectations and needs while following company procedures.
• Ability to protect confidential information.
• Exhibit a professional demeanor within a corporate workplace.
• Excellent communication, organization, and interpersonal skills, and the ability to manage projects efficiently and effectively to meet deadlines with quality and work ethic.

Education:

• High School Diploma is required.

Preferences
Preference will be given to applicants who meet the minimum qualifications and one of the following:

• Associate’s degree
• Experience working in higher education

Special Instructions


Requisition Number: PRN39524B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 01379 - USHE Comissioner
Location: Campus
Pay Rate Range: $55,000 - $64,812 DOE
Close Date: 8/20/2024
Open Until Filled: No

To apply, visit https://utah.peopleadmin.com/postings/169839


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