"Administrative Associate II (Receptionist)"

Job Description

Prairie View A&M University

Administrative Associate II (Receptionist)

Agency: Prairie View A&M University

Department: Cooperative Extension Programs

Proposed Minimum Salary: $10.83 hourly

Job Location: Prairie View, Texas

Job Type: Staff

The Receptionist is responsible for providing administrative, organizational, data entry, data verification, accounting, and customer service skills to the Office and other units within the Department. Other duties include serving as an information resource to all students, parents, guests, and colleagues who call, visit, and communicate with the Office.

This position is funded by a grant or restricted funds. Continued employment is contingent on the renewal of grant or restricted funding.

This position may pay more than the salary listed above depending on the qualifications and experience of the selected candidate.

Responsibilities:

• Greet guests, answer phone calls, direct visitors, and take messages for employees, ensuring a friendly and professional atmosphere.
• Receive and address customer complaints or issues, promptly passing them on to the appropriate parties for resolution.
• Create and distribute company memos using various communication channels, including email, letters, or telephone calls.
• Schedule and maintain the calendars of company's executives, ensuring effective time management and coordination of appointments.
• Coordinate the bookings and setup of meeting rooms, ensuring they are ready for use as needed.
• Organize and file company documents, both electronically and using a paper filing system, to ensure easy access and retrieval.
• Offer support to teams as needed, assisting with various tasks and projects to enhance overall efficiency.
• Performs other duties as assigned.

Required Education and Experience:

• High school diploma or equivalent.
• Two years of related experience.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.
• Ability to multitask and work cooperatively with others.
• Effective verbal and written communication skills.

Preferred Qualifications:

• Efficiently manages time and prioritizes tasks, especially when handling a high volume of responsibilities.
• Ensures exceptional attention to detail to guarantee error-free company memos and communications.
• Maintained a positive and welcoming demeanor when greeting customers and clients, both in-person and over the phone.
• Demonstrating excellent communication skills for effective interaction with internal team members and clients, including the ability to understand and address their needs.
• Successfully manages and maintains multiple calendars and schedules, demonstrating strong organizational skills.
• Utilizes fundamental computer programs, including Microsoft Office, to efficiently perform administrative tasks.
• Adapts quickly to changing priorities and tasks, demonstrating flexibility in the workplace.
• Operates standard office equipment and personal computers proficiently, contributing to improved overall job performance.

Other Requirements:

Position will work Monday-Friday, 8am-5pm with a one-hour lunch break. Weekend or evening work may be required occasionally.

Job Posting Close Date: Until Filled

Required Attachments: Resume or Curriculum Vitae, Cover Letter

Application Submission Guidelines: All applicants are required to apply via our Career Site.

Background Check Requirements: All positions are security-sensitive.