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Customer Service Coordinator

Employer
Montclair State University
Location
Montclair, New Jersey, United States
Salary
Competitive Salary
Date posted
Oct 21, 2024

Job Details



IMPORTANT APPLICATION INSTRUCTIONS:
  • Upload Resume or Curriculum Vitae for automatic population of information to the application.
  • The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
  • Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.
  • In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.
Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years . You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.

Job Description

SUMMARY :

Reporting to the Associate Director of Operations, the Customer Service Coordinator plays a key role in providing comprehensive support to prospective students, their families, guests, and the University community on a daily basis. This position is a vital, public-facing representative, ensuring customer service excellence while adhering to university policies and procedures. The Customer Service Coordinator oversees direct customer service, including front desk and lobby operations, an external call center and chatbot as well as manage a team of Customer Service Representatives composed of student staff. This role collaborates with management to develop and implement strategies aimed at enhancing service delivery and effectively supporting prospective students, families, guidance counselors, and community members.

PRINCIPAL DUTIES AND RESPONSIBILITIES :
  • Oversee the traffic flow and student needs in the main UG Admissions Lobby

  • Serve as a counselor to meet individually with students and families on a case-by-case basis to further research and address inquiries and when applicable, discern matters that require escalation to specific teams or other offices for resolution.

  • Manage and coordinate information with the external call center and respond to their customer service escalations daily.

  • Support the growth and development of a team of undergraduate and graduate student workers, the Customer Service Representatives, by supervising, mentoring, hiring and training.

  • Utilize Slate CRM system and Banner student information system to respond to inquiries, check-in visitors, and produce reports about the volume of customer service interactions.

  • Manage and strategically utilize Ivy Chat Bot in order to maximize functionality.

  • Address high volumes of customer inquiries and issues via phone, e-mail, chatbot and walk-in traffic and respond to inquiries via phone, digital media, text, email and/or in person.

  • Partner with IT to manage Avaya One-X Communicator Software for call center updates.

  • Serve as the coordinator of the department phone tree and call center workflow, and implement new messages and routing as appropriate.

  • Work in close partnership with university offices and colleagues to address and resolve student service inquiries, questions, and concerns in a timely manner.

  • Remain current on all University programs and offerings and Undergraduate Admissions.

  • Suggest and implement customer service improvement strategies with management and proactively identify customer service issues and communicate those issues and potential solutions.

  • Maintain and update the office’s customer service manuals for reference and training purposes.

  • Assist with the development and execution of customer service training for professional staff, support staff and student staff.

  • Consult with the Associate Director on a regular basis to discuss progress, areas of growth and potential for improvement.

  • Oversee stocking in the lobby (refreshments and recruitment materials).

  • Assist at Open Houses, Accepted Student Days and other department-wide initiatives.

  • Perform other related duties as assigned.

  • Management retains the right to change or add job duties at any time.

QUALIFICATIONS :

REQUIRED:
  • Bachelor’s degree from an accredited college or university.

  • Minimum two years of professional experience in customer service or higher education.

  • Ability to work effectively and comfortably in a fast-paced, service-oriented environment.

  • Direct experience with responding to customer inquiries via phone, email and/or in person.

  • Strong listening, problem analysis, solving skills; and interpersonal skills.

  • Organizational talents with an attention to detail.

  • Experience working with diverse student populations, demonstrated ability to work collaboratively within a fast-paced environment.

PREFERRED:
  • Experience utilizing CRM software Slate

  • Experience in a high-paced customer service environment.

  • Bilingual.

PROCEDURE FOR CANDIDACY

Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.

Department

Undergraduate Admissions/Pre-Enrollment Services

Position Type

Professional - Non-Faculty

Contact Information:

For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent @montclair.edu .

EEO/AA Statement

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.

Additional information can be found on the website at
www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/

Title IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit: https://www.montclair.edu/human-resources/job-seekers/

Company

 Montclair State University

Montclair State University defines what it means to be a university with a public purpose — one that not only creates transformational opportunities for students, but also partners with communities to make a difference in the lives of others. 

Montclair invites students to imagine the world they want to live in and empowers them to develop the skills and knowledge to create it. As a solutions engine, we ask: How can we harness the power of 21,000 students and 1,800 professors to be a force for good in the world?

This distinctive approach continues to attract students, propelling Montclair to become New Jersey’s second largest institution of higher learning, and one of its most diverse. Under President Jonathan Koppell, the University enrolled the largest entering class in the University’s history two years in a row.

Founded in 1908, Montclair has grown big enough to offer more than 300 programs across 13 colleges and schools at all degree levels – and yet, with a student-to-faculty ratio of 17 to 1, is still small enough for students to receive personalized attention from professors and staff who truly care. Students have numerous opportunities to conduct research with professors who are respected leaders in their fields.

More than 50% of Montclair’s students identify as underrepresented minorities. It is New Jersey’s largest Hispanic-Serving Institution, serving more Latinx students than any other university in the state.

Montclair’s highly diverse students thrive in the University’s supportive, welcoming environment. Their graduation rates outperform state and national benchmarks and predictions with U.S. News & World Report ranking Montclair as seventh among national universities in graduation rate performance in 2022. It is consistently recognized as one of the most inclusive and best value universities and ranked No. 21 in the country in social mobility.

Many of Montclair’s students are working and raising families, and the University offers flexible programs that give them the opportunity to learn in ways that work best for them, on campus or online, in real time or asynchronously.

Faculty include winners of a MacArthur fellowship, Fulbright grants and Emmy awards, and NSF, NEH and NIH grants, among many other distinctions. These highly respected researchers, scholars and creators are dedicated to student success, and they are always innovating to meet the needs of learners and of the state. Montclair has launched dozens of new degree and certificate programs, and offers more combined bachelor’s and master’s degree programs than any other university in New Jersey – empowering students to enter the workforce faster, with stronger skills and for less cost. 

Montclair’s mission is to elevate its students and partners, and in so doing, help make the world a better place. 

At Montclair State, our employees are among our most valuable assets.

When you work at Montclair State, you join a talented, diverse and inclusive community of employees who work together to support the educational mission of the University.

You are part of a leading institution of higher education in New Jersey. Our 11 colleges and schools serve 21,000 students on a beautiful 252-acrea, vibrant suburban campus just 12 miles from New York City.

Dedicated to providing employees with opportunities for professional achievement and development, we take pride in a dynamic workplace environment that respects all employees and encourages excellence.

As a Montclair State University employee, you enjoy access to:

  • Comprehensive health, dental and retirement benefits to discounted membership to the campus recreation center and tuition reimbursement
  • Policies, programs and services that support our commitment to affirmative action, equal opportunity employment, multicultural diversity and inclusion
  • A dynamic, sophisticated and diverse environment
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