Job Overview
Employment Type
Part-time
Compensation
Hourly
Range $17.00 - $22.25
Work Schedule
Day Shifts
Fixed Shifts
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Professional development opportunities
Retirement Plan
Employee assistance program
Flexible work schedule
Job Description
Collegis Education is a dynamic company that partners with higher education institutions to provide comprehensive technology, marketing, and enrollment solutions aimed at supporting the complete student lifecycle. The organization excels in collaborating across various institutions to enhance operations, improve the student experience, and generate meaningful outcomes for both students and partner institutions. Collegis Education is known for fostering an inclusive work environment and remains committed to equal opportunity employment, promoting diversity across race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, and sexual orientation.
This particular role is focused on serving as a key point of contact within Collegis Education. Positioned as the first face that visitors and employees encounter, the position holds a significant responsibility in establishing a professional, welcoming, and organized office atmosphere. With duties centered around front desk operations, administrative assistance, facilities coordination, and customer service, the role ensures smooth daily functioning and operational support within the office. The individual in this position plays a critical part in maintaining effective communication and fostering collaborative relationships among employees, management, and visitors.
The core responsibilities involve greeting visitors and employees with professionalism and warmth, managing distribution of mail, packages, and voice messages promptly, while also handling incoming calls to facilitate accurate and timely communication. This includes taking messages and answering routine or complex queries with appropriate responses. The role requires collaboration with office management and property teams to address facilities issues, ensuring that common spaces such as kitchens, conference rooms, and breakrooms remain clean, organized, and well-stocked. Additionally, the position involves restocking office supplies, ordering meals for meetings, coordinating meeting setups, and supporting various administrative projects.
The administrative scope of work includes assisting with invoice coding, corporate credit card reconciliation, travel arrangements for executives, expense processing, and maintaining confidential and sensitive information with utmost discretion. This role demands an individual with intermediate to advanced proficiency in Microsoft Office applications such as Outlook, Word, Excel, PowerPoint, and Visio, as well as strong communication skills, exceptional organizational abilities, and a customer-service orientation.
Scheduled as a part-time, in-office role requiring 20-30 hours per week primarily between 8:30 a.m. and 3:00 p.m., Monday through Thursday, this position is ideal for someone who thrives in a fast-paced, evolving work environment and enjoys supporting various operational aspects of an office setting. The candidate must demonstrate adaptability, keen attention to detail, reliability, and a commitment to representing Collegis Education’s mission and values through their daily work. Collegis Education’s commitment to a supportive and inclusive workplace culture ensures this role offers a meaningful opportunity to contribute to the organization’s success while developing professionally within a collaborative team environment.
This particular role is focused on serving as a key point of contact within Collegis Education. Positioned as the first face that visitors and employees encounter, the position holds a significant responsibility in establishing a professional, welcoming, and organized office atmosphere. With duties centered around front desk operations, administrative assistance, facilities coordination, and customer service, the role ensures smooth daily functioning and operational support within the office. The individual in this position plays a critical part in maintaining effective communication and fostering collaborative relationships among employees, management, and visitors.
The core responsibilities involve greeting visitors and employees with professionalism and warmth, managing distribution of mail, packages, and voice messages promptly, while also handling incoming calls to facilitate accurate and timely communication. This includes taking messages and answering routine or complex queries with appropriate responses. The role requires collaboration with office management and property teams to address facilities issues, ensuring that common spaces such as kitchens, conference rooms, and breakrooms remain clean, organized, and well-stocked. Additionally, the position involves restocking office supplies, ordering meals for meetings, coordinating meeting setups, and supporting various administrative projects.
The administrative scope of work includes assisting with invoice coding, corporate credit card reconciliation, travel arrangements for executives, expense processing, and maintaining confidential and sensitive information with utmost discretion. This role demands an individual with intermediate to advanced proficiency in Microsoft Office applications such as Outlook, Word, Excel, PowerPoint, and Visio, as well as strong communication skills, exceptional organizational abilities, and a customer-service orientation.
Scheduled as a part-time, in-office role requiring 20-30 hours per week primarily between 8:30 a.m. and 3:00 p.m., Monday through Thursday, this position is ideal for someone who thrives in a fast-paced, evolving work environment and enjoys supporting various operational aspects of an office setting. The candidate must demonstrate adaptability, keen attention to detail, reliability, and a commitment to representing Collegis Education’s mission and values through their daily work. Collegis Education’s commitment to a supportive and inclusive workplace culture ensures this role offers a meaningful opportunity to contribute to the organization’s success while developing professionally within a collaborative team environment.
Job Requirements
- Associate's degree preferred
- Minimum of 2 years of experience as an administrative assistant in a corporate environment preferred
- Proficiency in Microsoft Office Suite especially Outlook Word Excel PowerPoint and Visio
- Ability to work in a fast-paced office environment
- Strong communication and interpersonal skills
- Ability to maintain confidentiality and handle sensitive information
- Flexibility to work onsite 20-30 hours per week Monday through Thursday between 8:30 a.m. and 3:00 p.m.
- Professional demeanor and telephone etiquette
- Ability to manage multiple tasks and priorities effectively
- Strong organizational and time management skills
Job Qualifications
- Minimum of 2 years of experience working as an administrative assistant in a corporate environment preferred
- Intermediate to expert-level proficiency in Microsoft Office Suite with emphasis on Outlook Word Excel PowerPoint and Visio
- Strong interpersonal written and verbal communication skills
- Ability to work closely with all members of the organization and represent leadership in a highly professional manner
- Strong organization and time management skills
- Continual attention to detail follow-through accountability and reliability
- Ability to adapt to changes in the work environment manage competing demands and respond to frequent change delays or unexpected events
- Ability to maintain a professional image attitude and telephone manner in a fast-paced environment
- High level of professional ethics and etiquette
- Ability to maintain the highest level of confidentiality and handle sensitive material concerning the organization and Executives roles
- Ability to make sound judgments and take initiative within the functional area of responsibility with minimal direct supervision
- A customer-service mindset and willingness to support a wide range of office and administrative needs
Job Duties
- Greet office visitors and employees providing a professional and welcoming front desk experience
- Distribute mail packages and voicemails in a timely and organized manner
- Answer and route Collegis main line calls to ensure accurate and timely communication
- Take messages and respond to routine and non-routine questions as appropriate
- Work with the office manager and property management to help resolve facilities issues
- Maintain cleanliness and organization of the kitchen kitchenettes conference rooms and breakrooms
- Order organize and restock office and kitchen supplies including copier and printer supplies beverages snacks and coffee
- Support efficient office processes and identify opportunities to improve day-to-day office operations
- Order building access cards and create name plates for employees
- Assist with FedEx requests and other mail or shipping needs
- Ensure the office is properly locked down upon leaving
- Help reconcile the corporate credit card as needed
- Assist in organizing meetings and special events including coordinating rooms sending meeting invitations arranging food and supporting setup needs
- Develop collaborative relationships with Collegis employees and management
- Prepare routine correspondence including letters emails facsimiles files and binders
- Coordinate special projects as needed
- Coordinate meetings with members of the Administration team and assist in preparing communications and materials
- Order meals for various meetings and internal events
- Code invoices and send them for approval
- Serve as backup support for Administration team members including securing travel reservations for Executives and processing submitting and approving expenses as needed
- Embody the spirit of Collegis mission and vision in daily activities
- Adhere to the appropriate information security policies based on the sensitivity of company data and report any security-related issues
- Perform other duties as requested directed and assigned
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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