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Receptionist Job Description

Overview
WORKING TITLE
  • Receptionist
  • PERCENT OF FULL
  • 50
  • DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • Acts as the Muir Residential Life Office receptionist on a daily basis and in a shared position. Responsibilities include answering a multi-line telephone, taking accurate messages, scheduling appointments, putting upset students and parents at ease, greeting a diversive population, filing, photocopying and other clerical duties. Additionally, the incumbent will have regular access to sensitive student information, and must therefore be able to demonstrate professional discretion and maintain confidentiality at all times.
  • SPECIAL CONDITIONS OF EMPLOYMENT
  • Must be able to work a daily schedule of 4 hours each day, Monday - Friday, either from 10:30am-2:30pm or 2:00pm-6:00pm--candidates will be asked which shift they prefer during the interview process, and hired to work ONE shift consistently. These hours are not flexible during the academic year when classes are in session, but may be changed during the summer and quarter breaks when classes are not in session, at the discretion of the Resident Dean.
  • EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
    EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
    For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • No
  • IS C.O.I. DISCLOSURE REQUIRED
  • No
  • IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
  • (Dept only) REQUESTED HEERA
  • All Others, not Confidential
  • (Central HR only) APPROVED HEERA
  • All Others, not Confidential
  • FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  RECEPTIONIST
    %TIME
    35%
    ESSENTIAL
    True
    TASKS
    A. Acts as the telephone and walk-in receptionist for students, parents, guests of the University and the general public for the Muir Residential Life Office.

    B. Refers walk-in and telephone traffic to the appropriate office staff person or other campus office when appropriate.

    C. Schedules appointments for the Resident and Assistant Resident Deans.
    FUNCTION NAME
    (2.)  GENERAL OFFICE DUTIES
    %TIME
    30%
    ESSENTIAL
    True
    TASKS
    A. Notifies students of delivery service, package, parcel and speciality mail arrivals.

    B. Assists in maintaining records for student post office boxes.

    C. Delivers general office correspondence mail to the student mailroom.

    D. Assists in maintaining the post office box area with accurate and changing clerical information.

    E. Checks out various room and facility keys to resident students.

    F. Maintains the outer office reception area and the general office work area.

    G. Updates and maintains the interior and exterior office bulletin boards with current and pertinent information.

    H. Collects small amounts of money from resident students for lockouts and damages that are occasionally billed.

    I. Consistently maintains the confidentiality of sensitive student information.

    J. Responsible for closing down and locking up the Residential Life Office at the end of the business day.
    FUNCTION NAME
    (3.)  OFFICE MACHINES
    %TIME
    20%
    ESSENTIAL
    True
    TASKS
    A. Operates various office machines including a copier and fax machine.
    FUNCTION NAME
    (4.)  FILING
    %TIME
    10%
    ESSENTIAL
    True
    TASKS
    A. Files general office correspondence into student files which are alphabetically maintained.

    B. Files student room and apartment inventory sheets in numeric room order.

    C. Files student data cards in both alphabetical and numeric room order.
    FUNCTION NAME
    (5.)  TYPING
    %TIME
    5%
    ESSENTIAL
    True
    TASKS
    A. Occasional light typing of non-scientific materials including envelopes, labels, short memos and forms using a typewriter or personal computer.

    B. Inputs student data into a Windows-operated computer.

    C. Regular, basic use of Microsoft Office products (Word, Excel, etc.)
    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
      Demonstrated skill to perform as a receptionist in a busy office with multiple phone lines. Required
      Demonstrated ability to answer, screen and direct calls/vistors and take complete, accurate messages. Required
      Skill to communicate clearly, effectively, tactfully and patiently in-person and on the phone to a diverse population. Required
      Knowledge of standard office machines Preferred
      Ability to follow oral and written instructions. Required
      Courteous and cordial oral communication skills in person and on the telephone. Must be clearly understood and have a good command of the English language. Required
      Skill at putting nervous and unhappy individuals at ease. Required
      Ability to type accurately. Required
      Ability to alphabetize accurately. Required
      Ability to numerically count accurately. Acquired
      Ability to initiate tasks. Required
      Ability to proof own work. Required
      Knowledge of UCSD. Preferred
      Knowledge of the Central Housing Office and procedures. Preferred

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