Front Desk Coordinator (Temporary Full-Time)

Posting Closes: December 2, 2024

Front Desk Coordinator

Temporary Full-Time (1 year contract)
35 hours per week, Monday through Friday (occasional evenings or weekends as necessary)

Reports To

Administrative Services Manager

Summary

The Front Desk Coordinator is responsible for a wide range of administrative tasks, encompassing both office and receptionist duties. Acting as the primary point of contact for incoming customer inquiries, this position will also lend support to the administration of programs and projects as directed by the Administrative Services Manager. In addition to these core responsibilities, the Front Desk Coordinator provides administrative assistance to various departments and personnel across the FSU. This includes tasks such as minute-taking, calendar scheduling, reception duties, correspondence distribution, and upkeep of office equipment and inventory. Furthermore, the Front Desk Coordinator plays a key role in supporting The Sharing Shop initiative by assisting the Administrative Services Manager with volunteer recruitment, day-to-day operations, and event coordination.  The Front Desk Coordinator will also support the Administrative Services Manager in training other administrative support staff and Biz Booth staff, as necessary. 

Additional duties may also be assigned that are pertinent to the position.

Job Duties

• Provide administrative support to all staff members, as directed by the Administrative Services Manager.
• Assist and support various services/events throughout the FSU as requested.
• Assist in training the FSU Office Clerk and Biz Booth staff as necessary.
• Assist the Administrative Services Manager with The Sharing Shop, including the recruitment and coordination of volunteers, day-to-day operations, and events.
• Coordinate with the FSU Office Clerk on the day-to-day delivery of front desk services.
• Act as the FSU representative for occasional presentations or orientations as needed.
• Coordinate the logistical aspects of team programs, presentations, meetings, seminars, workshops, special projects, and various events.
• Assist with the administration of programs/projects assigned by the Administrative Services Manager, including but not limited to: Student Health Plan, Student Bus Pass, Student Clubs, Class Representative System, Red Squad, FSU website (administrative side), FSU committee meetings.

• Produce and process minutes for various FSU and College Committees in collaboration with the Administrative Coordinator.
• Work with the Administrative Coordinator to maintain adequate inventory of office supplies, manage office equipment warranties and status reports, and report to the Administrative Services Manager as necessary.
• Responsible for data entry tasks as requested.
• Maintain organized documentation and respond to inquiries from customers, business partners, and other parties via telephone, email, and in-person/virtual communication.
• Coordinate departmental office activities as required.
• Review and distribute incoming and outgoing mail in conjunction with the FSU Office Clerk.
• Maintain a high level of confidentiality in all interactions.
• Maintain a professional image and demeanor with all employees, management, executives, visitors, and customers at all times.
• Occasional travel may be required to various FSU locations.
• Perform any other duties relevant to the position as assigned.

Requirements

• Post-secondary diploma in an administration field or equivalent.
• Minimum 2 years of proven experience in a similar administrative role, preferably in a front office setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software.
• Competent use of various office equipment
• Excellent communication skills, both verbal and written.
• Strong interpersonal skills with the ability to interact professionally with customers, visitors, and colleagues.
• Ability to work independently, prioritize tasks and manage time effectively in a fast-paced environment.
• Detail-oriented with a high degree of accuracy in data entry and record-keeping.
• Ability to maintain confidentiality and exercise discretion with sensitive information.
• Flexibility to adapt to changing priorities and work schedules.
• Positive attitude, proactive approach, and willingness to learn and grow within the role.
• Punctuality and reliability are essential.

Work Conditions

• Busy office setting.
• Interacts with public at large.

• Regular hours of work may vary and include occasional evenings or weekends.
• May require standing or sitting for extended periods and occasional lifting of light to moderate objects.

• Repetitive work.
• Some travel may be required.