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Front Desk Manager

Apply now Job no: 498393
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Front Desk Manager
Official Title: University Services Associate II
Employment Class: University Staff
FTE: 1.0
Compensation: $16.00 per hour
Terms of Employment: 12-month, Continuous
Position Summary: The successful candidate will be a member of the University of Wisconsin Oshkosh undergraduate Admissions team. This position assists with processing new student applications, coordinates and manages the office reception area, schedules on-campus visits, maintains exceptional customer service for all guests and utilizes technology to track student records and maintain data. Standard work hours are Monday through Friday 7:45 a.m. to 4:30 p.m.
Responsibilities
1. Manage Front Desk Operations (30%)
  • Oversee all front desk operations, ensuring exceptional customer service and adequate staff and student coverage at all times.
  • Answer two phone lines and provide accurate, timely and consistently positive feedback or referrals to callers.
  • Monitor Admissions email account and reply to a large volume of messages.
  • Check Admissions voice mail daily, responding to all messages in a timely manner.
  • Provide accurate referral information to admissions guests, phone and email inquiries.
  • Train and provide ongoing updates to staff and student employees who perform front desk responsibilities.
  • Assist with daily supervision of Titan Gold Corps student tour guides, summer ambassadors and other student employees who assist with the front desk operations on a regular basis.
  • Assist with hiring, training and scheduling of student workers who work at the front desk.
  • Coordinate timely and efficient processing and distribution of a high volume of daily mail. 
 
2. Coordinate Campus Visits (20%)
  • Schedule individual daily campus visits and assist with special event registrations using Salesforce CRM system.
  • Generate follow-up communication with visitors by issuing parking permits and sending confirmation letters and emails via Salesforce.
  • Monitor and track daily visit and Saturday totals, closing or opening dates in Salesforce as needed.
  • Track and follow up with no-show appointments, cancellations and guests who need to be rescheduled.
  • Ensure that visit materials and visit bags are adequately prepared for guests.
  • Oversee daily visit board, which is a list of admissions guests for display in the hallway.  
 
3. Respond to prospective students, families and other guests on admissions policies and procedures (20%)
  • Utilize PeopleSoft, ImageNow, Salesforce CRM and other technology to assist callers, email and visitors with questions about application status, transcripts, or any other information related to freshman, transfer or re-entry student application processes.
  • Communicate admissions policies and procedures to prospective students, families, guests and other constituents using oral, written and electronic means.
  • Refer inquiries to admissions counselors, staff and other university offices as necessary. Maintain comprehensive information about the various referral sources.
  • Record all communication with prospective students in Salesforce CRM as needed to ensure accurate student inquiry history.  
 
4. Provide clerical support to the Admissions Office (20%)
  • Serve as the Admissions Employing Unit Coordinator for student workers.
  • Maintain inventory and order office supplies for front desk and staff.
  • Manage and update central calendar of all staff via electronic calendaring system.
  • Schedule meetings and schedule space as necessary.
  • Accept payments delivered to the front desk and process receipts accordingly.
  • Collect, document and analyze statistics on visitors and communication forms using Salesforce CRM tools.
  • Collaborate with other staff to trouble shoot issues, develop efficiencies and capitalize on technology utilized in the execution of duties.
  • Perform miscellaneous duties as assigned by supervisor or designee. 
 
5. Assist with Application Processing (10%)
  • Hold campus authority rights for UW System electronic application.
  • Oversee the daily download of electronic applications and routing to the EPCS and imaging systems. 
  • Assist with creating new student records using the student information system (PeopleSoft).
  • Evaluate incoming documents for completeness and identify inconsistencies and missing materials.
  • Prepare documents for imaging process.
  • Distribute application materials received to appropriate processors and examiners.
Qualifications  
Required:
  • Exceptional customer service skills
  • Excellent oral and written communication skills
  • Proven ability to work accurately and with strong attention to detail
  • Experience managing multiple tasks and effectively organizing work to meet numerous deadlines
  • Comfortable utilizing technology such as PeopleSoft, Salesforce, Microsoft Office, and email in the execution of duties
  • Demonstrated commitment to diversity, equity, and inclusion
  • Capacity to learn new or changed processes or applications quickly
Preferred:
  • Experience working in admissions or other related student services area at the post-secondary level
  • Experience utilizing technology such as PeopleSoft, ImageNow and Salesforce
  • Knowledge of UW Oshkosh
  • Experience accomplishing complex tasks in an active office environment
To Apply:

Applicants must submit the following documents using the online application:

  • Cover Letter
  • Resume
  • Email and phone number for three professional references

 

UWO is committed to building a culturally diverse employee workforce and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by Monday, June 7, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact afaction@uwosh.edu or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO’s Police Department, at (920) 424-1212 for a paper copy.

Campus Security Authority (Clery Act)
This position is a designated Campus Security Authority and is obligated under the Clery Act to notify the Dispatch Supervisor/Records Custodian at the UW Oshkosh Police Department of any alleged Clery Crimes that have been reported to them or alleged Clery Crimes they have directly witnessed.

 

 

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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Contact Us

recruitment@uwosh.edu
920-424-1166

Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or afaction@uwosh.edu.