Front Office Coordinator (UEA 3)

Location
Storrs, CT
Posted
Jul 21, 2017
Institution Type
Four-Year Institution
Job Title: Front Office Coordinator (UEA 3)
Job ID: 2017639
Location: Storrs Campus
Full/Part Time: Full-Time
Regular/Temporary: Regular

Job Posting

The Office of the Provost is seeking a motivated, engaging, and enthusiastic individual to ensure stable, welcoming and efficient operation of the main administration building front office/reception. The Front Office Coordinator reports to the Vice Provost for Academic Operations and independently performs a wide range of confidential receptionist activities, requiring a general understanding of operations of the Office of the Provost and the University.

The Front Office Coordinator functions as the first point of contact for the University's administration building which encompasses the offices of the President, the Provost and Executive Vice President for Academic Affairs, the Executive Vice President for Administration/Chief Financial Officer and the Office of Governmental Relations. The Front Office Coordinator greets visitors warmly, ensures that they are comfortable, and directs them appropriately as well as answers incoming telephone calls and routes appropriately. The Front Office Coordinator is expected to maintain positive public relations and serves as a resource to the University community requiring discretion, sound judgment, and acumen in obtaining and providing confidential and factual information that will pertain to collective bargaining activity and negotiations.

DUTIES AND RESPONSIBILITIES
  • Serves as receptionist to the administration building by greeting guests and visitors appropriately and providing direction to the appropriate individuals or offices or other units on campus.
  • Answers telephones and refers appropriately.
  • Handles incoming and outgoing mail for administrators and staff in the Office of the Provost.
  • Serves as a resource on general information, unit policies, procedures and general inquiries.
  • Monitors and orders office and kitchen supplies and ensures a tidy reception area.
  • Manages, schedules, and maintains the Provost's conference room, the Provost's Office State vehicle, and the Gulley Hall visitor's log.
  • Updates contact information in University phone book and internal office lists.
  • Manages Provost's Office facility maintenance issues and prepares work order requests.
  • Assists with routine scheduling, managing equipment, ordering and retrieving meals, and assembling materials as requested.
  • Arranges office-related events as directed and handles all relevant logistics associated with events.
  • Triages and responds to general Office of the Provost emails.
  • Produces and disseminates routine communications such as memos, notices, emails, and letters, reflecting excellent judgment, accuracy and in advance of deadlines.
  • Processes UConn Foundation fund pre-approvals and requests for disbursements as directed.
  • Assists in gathering confidential and factual information that pertains to collective bargaining activity and/or negotiations.
  • Assists in the maintenance of the office filing system (paper and electronic).
  • Assists with the general daily functioning of the office.
  • Assumes additional duties and responsibilities as required and assigned.

MINIMUM QUALIFICATIONS
  • Associate's Degree or equivalent combination of experience and training.
  • Strong oral and written communication and interpersonal skills.
  • Competence with Microsoft Office Suite, including Outlook, Word, PowerPoint and Excel.
  • Ability to skillfully multi-task while remaining calm.
  • Excellent organizational and problem-solving skills and attention to detail.
  • Proven ability to interact with people and be socially skilled in handling a wide variety of individuals, situations and requests.
  • Proven ability to independently work and manage duties and solve conflicts with minimal supervision.

PREFERRED QUALIFICATIONS
  • Bachelor's Degree.
  • Demonstrated professional work experience in a higher education setting.
  • Ability to manage website content.
  • Experience coordinating events such as receptions, luncheons, or seminars.
  • Knowledge of the University's organizational structure, and UConn policies and procedures.
  • Three years of experience as a receptionist or office coordinator with experience in answering phones, routing calls appropriately, and familiarity in greeting and responding to the public in an engaging demeanor.

APPOINTMENT TERMS

This is a full-time, 12-month position, requiring the successful candidate to work 40 hours per week. Target salary is in the mid-$40s and is commensurate with education and experience.

TO APPLY

Interested applicants should upload a cover letter, which expands on personal experience in a professional office culture and its relevance to this role, interest and desire in working in a University setting, and how the applicant best fits the role described, a resume, and three work-related references with contact information to the UConn Jobs website at: http://jobs.uconn.edu. Screening will begin immediately. For full consideration, please apply by August 17, 2017. Employment of the successful candidate will be contingent upon the successful completion of a pre-employment criminal background check. (Search #2017639)

This job posting is scheduled to be removed at 11:59 p.m. Eastern time on August 17, 2017.

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.

The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University's teaching, research, diversity, and outreach missions, leading to UConn's ranking as one of the nation's top research universities. UConn's faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.

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