POSITION IDENTIFICATION
TITLE Residence Hall Receptionist
CLASSIFICATION NUMBER 7025
GRADE 10
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Residence Hall Director
GENERAL FUNCTION
The Residence Hall Receptionist establishes a welcoming atmosphere in the residence hall by meeting and greeting students, visitors, and University employees. The Residence Hall Receptionist uses organizational familiarity and necessary discretion to answer questions and provide information to students, visitors, and University employees. The Residence Hall Receptionist answers the telephone, takes messages or routes calls according to office procedures, and makes appointments and maintains an appointment calendar for the Hall Director or other departmental employees. The Residence Hall Receptionist performs basic and varied clerical tasks which may include keyboarding and/or computer data entry, distributing incoming mail, maintaining accurate building records, filing, and operating standard office equipment.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required.
Experience: At least one year of general office experience including knowledge of general office procedures is preferred.
Skills: Keyboarding skills are required. Familiarity with Microsoft Office programs, including Word, Excel, and Outlook or equivalent is required. Written and verbal communication skills are required. The ability to operate standard office machines, perform routine alpha-numeric filing tasks, and perform basic recordkeeping and tabulation tasks are preferred. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Residence Hall Receptionist positions are primarily sedentary. Residence Hall Receptionist positions require keyboarding, and processing mail which may be extensive at times. Attention to detail, multitasking, and the ability to interact with a variety of individuals is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Performs receptionist duties by greeting University employees, students, and visitors, directing them to the appropriate offices or persons, providing factual information or materials in response to routine inquiries (within the capability to do so and within prescribed policies), answering the telephone, taking messages or routing calls and emails according to office procedures utilizing organizational familiarity and necessary discretion, making appointments as appropriate, and assisting with the opening and closing procedures of the residence hall each semester.
2. Distributes incoming correspondence to appropriate office personnel, students, and/or faculty by maintaining the accuracy of resident’s mailbox assignments and receiving, sorting, opening (as appropriate), and routing correspondence according to prescribed USPS and departmental procedures and guidelines.
3. Assists the Hall Director and other staff by responding appropriately and in a timely manner to system-wide or building-specific needs, emergencies, or other situations requiring immediate attention.
4. Provides clerical support for the residence hall by performing basic keyboarding, auditing student payroll reports weekly, issuing equipment and keys to residents, issuing packages addressed to students, and entering charges on students’ financial accounts utilizing the Residence Life WebDesk system.
5. Maintains accurate information and records relating to the functions of the residence hall, including accurate building rosters and floor charts, by performing basic records maintenance of files, performing basic keyboarding for data entry of information into an established database, maintaining records and information related to the card access system, and performing key audits at the direction of the Hall Director or other staff members.
6. Provides required or requested documents by utilizing the computer, shared files, or other technologies, operating printers and standard office equipment, collating and assembling printed or copied materials and delivering finished materials as directed.
7. Exercises discretion in the performance of assigned duties by being knowledgeable of University and/or departmental policies regarding confidential materials and information and complying with such policies when handling confidential items or providing information to University employees, students, or the public.
8. Provides office personnel with necessary supplies and maintains sufficient on-hand items for future use by assisting with ordering, receiving, sorting, storing and distributing basic office supplies and equipment.
9. Remains competent and current by attending professional development courses and activities and attending training and/or courses as required by the Hall Director.
10. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned by the immediate supervisor.
SUPERVISION
The Residence Hall Receptionist is supervised by the Residence Hall Director and may supervise others, including student workers and/or part-time employees.
OFFICE OF HUMAN RESOURCES
REVISED MAY 2022
