International Programs Receptionist

Location
Irvine, Orange County
Posted
Jul 18, 2014
Department: University Extension
Req No.: 2014-0648
Location: UCI Campus - Irvine

Job Summary

Under the direction of the Office Services Manager, the International Programs Receptionist is responsible for creating a welcoming, professional, and pleasant environment for IP's international clients and internal clients. Initial point of contact for customer inquiries via telephone, email, fax, and in-person. Distributes office mail and faxes, maintains office supplies and equipment, and provides general clerical support to the unit as necessary.

 

Salary: Hourly $19.19

Work Schedule: 8-5, M-F

THIS IS A ONE YEAR CONTRACT POSITION.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.

 

Click here to see the University Extension website.

 

View Job Description for the position requirements. 


Job Description
Job Essential Function 1
Percent of Time: 70%
 
Reception Duties
   
Initial point of contact for all walk-in clients and responsible for answering phone calls; providing information, interpreting policy, and referring inquires to appropriate staff and faculty, when necessary.
 
Maintains a welcoming, professional, customer-friendly front desk at all times.  
 
Responsible for maintaining appropriate levels of staffing at all IP  front desk  locations, currently UXI and UXD.
 
Advises students on policies regarding schedule changes, applications, immigration requirements, and other issues as they arise.
 
Supports the promotion of International Programs by providing consistent and timely responses to requests for information, including fulfilling inquiries and requests in person and phone.
 
Responsible for receiving and making copies of withdrawal forms, transfer forms, change of address forms, and other student documents as necessary. Ensures forms are complete when received.
 
Assists in reviewing application materials received in-person for completeness.
 
Schedules appointments for IP staff as necessary.
 
Job Essential Function 2
Percent of Time: 30%
 
General Administration Duties
 
Responsible for the International Programs  department mail collection/distribution and distributes incoming faxes.
 
Distributes student schedules, fee statements, and test scores to students.
 
Provides general office assistance on a regular basis.  
 
Maintains and orders office and Xerox copy machine supplies.
 
Maintains printers and Xerox copy machines, and troubleshoots any problems as needed.  
 
Update quarterly departmental contact lists.
 
Other special projects as needed.
 
SKILLS, KNOWLEDGE AND ABILITIES:
 
Required:
Bachelor;s degree in a field related to international education or human services or equivalent experience.
Demonstrated effectiveness/sensitivity in working with international clientele from a variety of cultures.
Experience studying abroad, working abroad or working with international students and agents.
Successful experience serving as a receptionist in a fast-paced office setting.
Excellent customer service skills, with a strong desire to help and welcome people.
Excellent communication skills. Must exude a helpful and friendly demeanor.
Ability to listen carefully and quickly to determine visitors  and callers  needs; quick thinking and sound judgment to solve immediate problems.  Native-like fluency in English.
Successful experience collaborating with a team.
Attention to detail and the ability to follow-up effectively.
Ability to work independently and follow through on assignments with minimal direction.
 
Desired:
Experience with university forms, policies, and procedures.
Knowledge of all general aspects of various IP programs.
Fluent in or knowledge of language(s) other than English.
 
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
 
Bend: Occasionally
Squat: Occasionally
Crawl: Occasionally
Climb: Occasionally
Kneel: Occasionally
Handle Objects: Frequently
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Frequently
Carry/Lift loads between 25-50 lbs: Occasionally
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Frequently
Write: Frequently
Perform Calculations: Occasionally
Communicate Orally: Constantly
Reason and Analyze: Frequently
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable
 
Other Working Conditions:
THIS IS A ONE YEAR CONTRACT POSITION.

PI81107420