Trollwood Receptionist & Student Services/Office Assistant

Trollwood Receptionist & Student Services/Office Assistant 

Position is from May 19th - August 15th

Summary:

Using excellent customer service skills, greet and serve the public in person and over the phone in a courteous and friendly manner. This position is responsible for facilitating the “Front of House” office duties during the summer months, making sure that “Front of House” is a pleasing place to work and a productive area for the staff and students to get the information they need to be successful. This position will also serve as a “frontlines” delegator, helping triage student needs to the student services team.

Essential Duties & Responsibilities Receptionist/Office Assistant:

1. Responsible for assisting with reception duties. This includes but is not limited to:  answering phones, transferring calls, taking messages and informing all involved parties of needed information, assisting students, staff, parents, and the public as they enter the “Front of House.” 
2. Oversee the “Front of House”  for its overall efficiency and aesthetic appearance in using the  resources available.  Maintain an inviting and friendly atmosphere for staff, students and public. 
3. Assist with general office duties as assigned, such as: bulk mailings, filing, photocopying, general correspondence, data entry, etc.              
4. Responsible for sorting and distributing incoming mail to individual staff mailboxes.
5. Assist in the maintenance of the master schedules for staff use of all Trollwood equipment and vehicles. This includes boom boxes, multimedia equipment, televisions, borrowed vehicles, as well as enforcing the guidelines for all equipment.
6. Assist in the execution of all special events. 

Essential Duties & Responsibilities Student Services Assistant:

1. Act as a first line to manage intake of various student needs including smaller issues (band aids, ice packs) and deciding when to triage more intense situations to the Student Services Advisor or Programming Coordinator
2. On occasion, supervise students for short periods of times including brain breaks and waiting for parents or guardians to pick a student up
3. Enter student registration forms and keep an updated attendance list throughout the various programs.
4. Responsible for creating and distributing daily student/staff announcements throughout the month of June, making sure that announcements are ready by the beginning of each day.

Other Responsibilities:

1. Attend all staff meetings and orientations, as scheduled.
2. Abide by all of the policies and procedures outlined in the FPS and Trollwood manuals.
3. Check mail box and email at minimum once throughout the day. 
4. Complete all filing (both digital and hard copies) associated with assigned duties for the duration of employment.
5. Generate and review final reports regarding all assigned duties with your manager prior to departure from Trollwood, allowing time for any revisions or additions.
6. Return all keys assigned prior to leaving Trollwood.
7. Abide by all deadlines/schedules for Trollwood.
8. Other duties as assigned

Qualification Requirements:

• A proven track record of working successfully within a customer service industry.
• Experience keeping focus in a working environment that is often dynamic and busy.
• Basic computer knowledge.
• Friendly and professional phone etiquette.
• Requires attention to detail.
• Excellent people skills.
• A high level of organization.
• Preferred educational background includes working toward an undergraduate degree in one of the following majors: Theatre, Arts Administration, Business Administration, Education, Communications, Music, Art, Dance or other applicable major.