Full Time

Front Desk Receptionist (Full-Time, Summers Off)

Gann Academy 333 Forest St, Waltham MA

The Receptionist is the first face of Gann and the person who sets the tone for all students, parents, and visitors to the school. The Receptionist is the chief hospitality officer for Gann and expected to provide outstanding customer service in person, by phone, and by email. The primary responsibilities for this role include the answering of telephones and directing calls to the appropriate parties; greeting parents, students, and other campus visitors; providing information, assistance, and directions as needed; and processing attendance and other student arrival/dismissal information throughout the day. The Receptionist also performs general office tasks, manages incoming and outgoing mail, and performs photocopying, scanning, filing, and other general office duties as instructed by the Office Manager in support of other programs and departments as needed.

The Receptionist will serve as a resource person for the school by keeping up to date on school events in order to efficiently and effectively handle inquiries from parents, faculty, staff & students. This work includes managing multiple tasks simultaneously while staying positive and solutions oriented.

To be successful as a Front Desk Receptionist, you should have a pleasant personality, be able to deal with emergencies in a timely and effective manner and be willing to streamline office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus. Ultimately, a Front Desk Receptionists duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

 

 

This is a 10-month (with summers off), in-person position with a hourly rate of $19-$21 depending on experience.

 

 

ESSENTIAL FUNCTIONS

Reception Duties

- Telephone/Email: Answer telephone and email and provide general customer service to all constituents; respond in a professional and pleasant manner; direct callers to the appropriate person, forward calls, take messages, monitor general voicemail, respond promptly and courteously to emails, and generate/publish updated phone list to all personnel.

- Customer Service: answer questions and inquiries and supply visitors, students, colleagues, and callers with general information, contact information, calendar items, directions, and other information as needed;

- Reception: Greet and welcome all on-site visitors, prospective and current students, parents, and colleagues; assist visitors with meeting locations and escort visitors to waiting area; prepare in advance for all known guests and visitors; partner with admissions staff to welcome prospective families and provide outstanding customer service to each family;

- Security: partner with security guard to monitor as assess access to the building; report unusual behavior immediately; keep daily log of visitors to the building; monitor student and guest access to the main office; distribute visitor badges as needed; remain prepared at all times for fire drill, lockdown, and emergency evacuations; understand, follow, and be able to explain all relevant procedures in Crisis Handbook; participate in fire drills, lockdown drills and other emergency preparedness practice drills and planning sessions as appropriate;

- Student Requests: assist students with special requests, information, collection of forms and checks, and sign-ins and sign-outs; distribute forms and checks to appropriate individual or department;

- Organization: maintain neatness and cleanliness of reception and waiting area throughout the day; restock materials in waiting area as needed and ensure that the entire reception/waiting area is neat, welcoming, and uncluttered

- Announcements: create and update daily plasma screen announcements; make general and emergency announcements over intercom system as appropriate and as needed; monitor student and staff use of intercom; and

Attendance

- Handle communications from students and parents/guardians regarding attendance, late arrivals, early dismissals, athletics dismissals, senior attendance, and off-campus sign in/out throughout the day; and

- Record and/or communicate attendance issues in database or to appropriate personnel; relay health status information to school nurse; collaborate and communicate with colleagues about student attendance as needed.

 

General Administrative Support & Collaboration

- Issue parking permits for faculty/staff and students; maintain vehicle data and student driving permission forms

- Manage access and print all ID cards for students, faculty/ staff

- Receive and track incoming packages, notify post office, UPS, FedEx, etc. of school breaks and holidays; sort mail

- Collaborate with colleagues and provide administrative support to various departments in the school on an as needed basis as directed by the Office Manager

- Other duties as assigned by Office Manager or designee

The above responsibilities are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

 

COMPETENCIES AND SKILLS

- Exceptional customer service and organizational skills

- Ability to be flexible, effectively manage stress, and adapt to changing work priorities

- Ability to work with wide range of people; students, parents, faculty, staff, vendors, and donors

- Possess effective written and oral communication and interpersonal skills and confidence working as an individual contributor and within a team environment; ability to work with colleagues in a collegial, personable, friendly, and supportive manner

- Demonstrated history of reliability and consistent timeliness

- Ability to be resourceful and proactive when issues arise

- Ability to prioritize a number of projects with consistent attention to detail, meet deadlines and manage multiple tasks in a fast-paced environment

- Strong computer skills including working knowledge of MS Office Suite: Excel, Word, PowerPoint

- Must be able to handle the fast-paced daily activities of a school of 300+ students and 1000+ faculty/staff

LANGUAGE SKILLS

- Must be proficient in English to carry out work as assigned.

Qualifications: 3-5 years of experience.