Front Desk Coordinator

Summary

Position Title

Front Desk Coordinator

Department

Brooks Rehabilitation College of Healthcare Sciences

Status

Full Time/Non-Exempt

Position Summary

The Front Desk Coordinator for the Brooks Rehabilitation College of Healthcare Science (BRCHS), works with the following programs within BRCHS: Keigwin School of Nursing, School of Applied Health Sciences that includes: Communication Sciences and Disorders, Health Informatics, Mental Health Counseling, Kinesiology, and Sport Management. This position works in the main BRCHS building in a team-based environment directing and managing the daily operational functions of the BRCHS and Lazzara buildings. The Front Desk Coordinator is responsible for receiving and interacting with students, faculty/staff, and guests to the College of Healthcare Sciences. This includes daily work flow management of classrooms and building operational matters; working collaboratively with the BRCHS Administrative Assistants, Deans, Directors, Faculty and Staff to efficiently achieve BRCHS goals.

Essential Job Duties

  • Answer and direct the main telephone number for all BRHS activities. Answer the telephone in a clear, professional manner; directing calls to appropriate persons.
  • Initiate and maintain the event calendar for BRCHS to include our 2 buildings (Lazzara and BRCHS). Negotiate and Schedule rooms for BRCHS events Search and attain campus wide rooms when rooms in our 2 buildings are not available. Requires collaboration with campus wide Administration, Faculty and Staff. An event is defined as a function outside a Course/Class level, i.e. meetings, speakers, orientation, seminars, reviews (anything other than a regular weekly class for a term schedule)
  • Direct and manage daily operational activities supporting BRCHS faculty, staff and students. Anticipate problems/issues impacting classroom effectiveness, and resolve anomalies to daily operation, i.e. AV equipment doesn’t work, need to combine classrooms requiring a move of 60 students to one classroom for orientation or a combined exam, various building leaks requiring relocation of people, etc.
  • Maintain BRCHS academic documentation files required for SACS accreditation and program corroboration, i.e.: syllabi, office hours, student clinical evaluations and scantron/tests. The file (electronic and paper) documentation is required each term by Academic Affairs and/or the Dean and Program Directors.
  • BRCHS Building/facility management, to include: track/manage delinquent work orders, support office & equipment moves, and manage office supplies, to include: order/deliver/plan and project office supplies for faculty and staff.
  • Sort, direct, and deliver BRCHS mail, to include: all packages, equipment, express and general mail.
  • Identify and direct a federal student work task force.
  • Other duties as deemed necessary.

Special Skills

  • Excellent verbal and written communication skills
  • Critical thinking
  • Problem solving
  • Practiced/Experienced Negotiation Skills
  • Proficiency in Microsoft Office, to include: Microsoft Word, Excel, PowerPoint

Work Conditions

  • Primarily indoors except when traveling between campus buildings.
  • Standard office hours 8:30am to 4:30pm.

Physical Requirements

  • Manual dexterity to efficiently operate a computer keyboard and other business machines
  • Near vision sufficient to read written communications and computer display screens
  • Adequate hearing to communicate effectively in person and by phone

Prerequisites Required for Position

Minimum Education Requirement

  • Bachelor’s Degree or comparable work experience

Minimum Work Experience

  • Experience in a fast paced, often changing, office environment, with the ability to skillfully multi-task.

Preferred Qualifications

  • Knowledge of academic and business process, classroom set up and University communications
  • Excellent communication skills (verbal and written). The ability to converse with a diverse group of people and negotiate with people inside and outside BRCHS with opposing goals and objectives.
  • Excellent critical thinking skills; understanding the needs of the BRCHS organization to determine future needs of the organization. Act rather than react to daily operations.

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Qualified and interested applications should submit letter of interest emphasizing experience and potential, a curriculum vitae, Jacksonville University employment application, background check authorization, three letters of reference, via electronic email to Sally Lynch at fdcsearch@ju.edu.