Desk Clerk II

University of Chicago•Hyde Park, IL

6h•Onsite

About The Position

The Desk Clerk II performs lead receptionist and clerical duties during the academic year. The front desk area is an intimate area overseeing building security and mail. The Desk Clerk II must be able to handle high and low levels of activity while providing excellent customer service to our internal and external partners.

Requirements

Previous customer service experience required.
Working knowledge of Microsoft Word, Excel, Outlook, and ability to navigate web-based systems.
Knowledge of general office procedures and practices.
Learn a range of position-related software applications required.
Keep records; assemble and organize data, and prepare and submit reports in acceptable formats.

Nice To Haves

Prior experience as a Desk Clerk I or in a similar position preferred.
Experience in a customer service role in a college or university preferred.

Responsibilities

Responsible for performing receptionist and clerical duties of moderate difficulty in accordance with HRL policy and expectations.
Responsible for preparing materials for the opening and closing of residence halls.
Ensure key inventories are updated and completed, resident room changes are properly documented and update desk related documents upon request.
Demonstrates leadership among desk clerks in providing exceptional customer service to residents, staff, and visitors.
Proposes suggestions for service improvement.
Performs any and all duties of lower classification in same occupational group.
Cheerfully greet residents, staff and visitors in person or by phone.
Engage residents, staff and visitors as they utilize the amenities of the residence hall, including services of the front desk.
Thoughtfully provide information about campus, and residence hall policies and procedures.
Receive, record, and distribute U.S. mail, as well as, U.P.S., Fed Ex and other packages.
Enter packages into online package distribution system.
Carry, lift and move loads of supplies, materials and mail up to 49 lbs. regularly and managing heavier loads with the assistance of other building staff members as needed.
Contact shipping companies when a pickup or investigation is needed regarding one or multiple packages.
Maintain resident, guest and visitor sign-in/out records.
Check out and follow up for return of borrowed cleaning and recreational equipment and keys by maintaining appropriate forms and records.
Request front desk office supplies via online system; stock as supplies are received.
Adheres to directives and policies outlined by leadership during trainings, via email and in the Desk Clerk manual; provide routine orientation to new employees in coordination with Residence Hall Managers and HRL.
Responsible for accessing the automated on-call system in order to schedule replacement of desk clerks.
Complies with building management emergency response and evacuation systems, such as fire alarm procedures.
Keep alert to unusual circumstances and situations; take appropriate action and efficiently report critical issues to Assistant Director of Operations and other building management staff by phone and or an incident report via an online system.
Participate in monthly administrative processes such as Lead Clerk meetings or on-campus interviews for full-time Housing & Residence Life staff members.
Work 1-3 shifts prior to the start of the academic year to prepare the desk for student return as well as Saturday/Sunday shifts during the closing and opening of break periods as needed.
Perform other tasks as requested by Assistant Director of Operations.