Administrative Receptionist

Administrative Receptionist

The Office of Admissions Receptionist provides high-level forward-facing customer service as the first face, or voice, of the University. The receptionist plays a vital role in helping prospective students, families, counselors and guests of the University familiarize themselves with W&L and navigate both the campus and the undergraduate admission process. Specifically, the receptionist greets daily and drop-in visitors, answers telephone calls, responds to digital communications, and facilitates the calendar for all members of the division. Reporting to the Assistant Director of Admissions and Campus visits, the receptionist provides key administrative and technological support, especially relating to campus visit operations.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Provides a welcoming, sincere and informed first impression of W&L and Undergraduate Admissions to thousands of prospective students, their parents, school counselors, alumni, university colleagues and tourists. Accommodates visit requests which involve careful behind the scenes planning and coordination for a wide variety of requests including interviews, class visits, tours, group information sessions and school group visits.
• Develops and maintains a working knowledge of admissions technologies, notably: Technolutions Slate CRM, to perform necessary data entry, tracking of communication with prospects and applicants, scheduling, and interactions; Microsoft Teams, to engage with university business operations and project management; and other technologies that the office utilizes to perform job duties.
• Seated in the entry to Gilliam House, the receptionist coordinates the central admissions office calendar and reconciles 22 staff members' calendars and office events to ensure office coverage, manage competing campus events, identify room availability via 25 Live, and anticipate upcoming needs or conflicts.
• Serves as the primary staff member responsible for opening and closing the office each day, ensuring the office is fully operational at the start of business and remains available to support scheduled visitors and office operations through the end of the day.
• Assists with planning and operational preparations related to the Division's transition to Founder's Hall, including reception operations, visitor experience, and campus visit process updates, in collaboration with divisional leadership.
• As a member of the campus visit team, support of special events. Reserves rooms, assists with various event set-ups, participates with event check-in and support, and guest meet-and-greet.
• Maintains visit appointment schedules of all admissions officers, regularly prioritizing and arranging meetings, interviews, group information sessions, school groups, and counselor visits.
• As a member of the operations team, support all office functions, primarily staffing the reception desk, scheduling campus tours, group information sessions, and interviews.
• Provides consistent, high-quality, first-line customer service via answering main admission telephone lines, email accounts and other digital platforms as needed.
• Adjusts priorities throughout the day to support office operations, visitors, students, faculty, staff, and other constituents, ensuring timely follow-through on assigned responsibilities.
• Exercises sound judgment and professionalism when responding to real-time questions, concerns, operational needs, and utilizing available resources.
• Serves as an advocate and ambassador for the department, remaining well-integrated within the broader activities of the division and developing a solid grasp of the division's roles within the University mission and structure.
• Helps to monitor and coordinate the activities of work study students, summer interns, and University Ambassadors.
• Other duties as assigned.

Work Schedule: Monday - Friday, 8:15 - 4:35 p.m. May work occasional nights and weekends. This position works 35 hours per week.