Job Title: Director of First Impressions
Department: Admissions
Reports to: Campus Director
Supervised by: Director of Admissions
Supervises: None
FLSA Status: Non-Exempt
SUMMARY
This position is responsible for the professional and efficient managing of visitors, campus calls, and
administrative support. Qualified candidate will serve as the first point of contact for incoming phone calls and
visitors, and ability to work both independently and within establish boundaries; maintain high standards of
organizational quality. Provides regular clerical and administrative support to the Campus Director as necessary.
Professional, above average in customer service, punctual, dependable, organized, work well in a fast paced
environment, have a positive attitude and an enthusiastic willingness to assist as requested by supervisor.
RESPONSIBILITIES
Enrollment Division Support and Strategic Planning
1. NEVER EVER, LEAVE THE FRONT DESK UNATTENDED.
2. Attends Visitors with Excellent Attitude.
3. Must be comfortable managing and maintain on a daily basis computer software programs currently
utilized by the Enrollment Division.
4. Manage front desk; including answering phones, properly routing calls/visitors, taking/forwarding
messages as necessary, providing general information, etc.
5. Greeting all team members, prospects, students, and community visitors.
6. Ensure all team members and prospects are properly signed in and out.
7. Establish and maintain an effective professional working relationship with campus and off campus
visitors.
8. Support the Admissions Teams by calling prospect using Verity CRM and setting up appointments. Meet
daily dial goals. Follow the protocol for Confirmation of Appointments as per Policies and Procedures.
9. Maintain an accurate tracking record of daily inquires and leads.
10. Prepare the new student file folders as requested
11. Assist prospective applicants in completing preliminary admission paperwork.
12. Maintain a comfortable, organized lobby area for prospective applicants.
13. Support the Admissions Teams by adding applicant in Student Management System when needed
14. Support the Admissions Teams ensuring that admission files are complete.
15. Perform other related secretarial and/or administrative duties as requested.
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Organizational/Office Management
1. Receive all incoming shipments and deliveries and notifies recipients accordingly.
2. Prepares and processes outgoing mail to include: accurate weighing, coding, affixing postage and
preparing certified /overnight/return receipt mail.
3. Maintenance and distribution of phone lists.
4. Maintenance and distribution of monthly events calendar and conference room booking calendar.
5. Administrate necessary departmental reports as requested by Campus Director.
6. Support the Corporate offices with necessary forms and reports, as requested.
7. Support students at the Campus level with necessary information and paperwork as designated by
supervisor and corporate.
8. Maintains, updates, and distributes staff schedules, phone lists, vendor lists, and accounts payable
invoices as assigned.
9. Assist in the ordering and distribution of bus passes
10. Perform inventory of marketing materials when requested
11. Performs other related duties and special projects as requested and trained.
Reporting
1. Provides Daily reports to Campus Director and Director of Admissions of DARs and completed Front
Desk Sign in Sheet.
2. Provides Daily Employee Attendance reports to HR/Payroll Office.
3. Monthly Calendar and Activity Postings.
4. Other reports as requested by supervisors or corporate.
Student Accounts Support
1. Compiles Contact Information for Students from Campus VUE Student Management, prepares Student
Contact Forms and places them in the Faculty Clipboard.
2. Assists in the Collection Process and receives payments. (Works alongside Collection Specialist)
3. Prepares Daily Closeout Report and submits to Collection Specialist/ Comptroller for both Credit Card
and Cash Payments Received during the shift.
4. Assist with phone calls as needed.
5. Occasionally assist with the distribution of Credit Balance Checks.
6. Performs other related duties as requested.
EDUCATIONAL/SKILLS REQUIREMENTS
- High school diploma; supplemented with one (1) year of related experience.
- Must be Fluent bilingual: English/Spanish (Verbal/Written)
KNOWLEDGE, SKILLS, ABILITIES
- Good tracking and recordkeeping skills.
- Strong organizational skills; able to manage priorities and work flow.
- Ability to maintain confidentiality and maintain a respectful workplace.
- Versatile, flexible, and willingness to work within constantly changing priorities with enthusiasm.
- Ability to work effectively in a fast-paced team environment with strong computer skills and knowledge
of office software packages (primarily Word, PowerPoint, Excel, Outlook).
- Be comfortable performing multi-faceted projects in conjunction with day-to-day activities.
- Must be highly organized and a self-starter with excellent communication skills.
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- Manage multiple tasks and develop solutions in a fast paced work environment.
- Maintain a professional appearance and demeanor during interactions with everyone.
- High standards for integrity and sensitivity to personal information.
Key Competencies:
- Customer Service Skills / Team Player
- Organizing and prioritizing/ Attention to detail and accuracy
- Confidentiality/ Judgment
- Information management skills
WORK ENVIRONMENT:
Office level: The individual will be required to work in an office level setting with frequent interruptions and
changes in the workflow/volume depending on the time of day and/or time in the term.
PHYSICAL DEMANDS:
The employee may frequently lift and/or move up to 25lbs. Specific vision abilities required by this job include
close vision, distance vision, precise hand-eye coordination, and the ability to identify and distinguish colors.
While performing the duties of this job, the employee is regularly required to sit for extended periods while
working at a computer terminal and/or using a telephone. Learned physical skill is required to perform
keyboarding and/or ten-key functions, as well as, use repetitive wrist, hand, and/or finger movement, reach with
hands and arms, and talk or hear. The employee is frequently required to stand and walk. The employee is
occasionally required to stoop, kneel, crouch, and crawl.
TRAVEL REQUIREMENTS:
- Limited: Travel to different campuses, company events and/or trainings as required.
CULTURAL VALUES/ACCOUNTABILITY
- Demonstrating empathy, patience, and compassion through active listening and positive, constructive
feedback.
- Assuming positive intent by withholding judgment and seeking understanding and being able to receive
feedback.
- Communicating effectively by asking for clarification, avoiding blame, and finding mutual understanding.
- Demonstrating positive attitude through enthusiastic engagement, openness to new ideas and
willingness to change.
- Igniting creativity and embracing collaboration across departments, programs, campuses and modalities
to pursue innovation.
Job Type: Full-time
Pay: $14.00 - $15.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Evening shift
- Monday to Friday
Experience:
- Customer service: 1 year (Preferred)
Ability to Commute:
- Miami, FL 33144 (Required)
Ability to Relocate:
- Miami, FL 33144: Relocate before starting work (Required)
Work Location: In person