Front Desk Assistant - Temporary

Northeastern University•Portland, ME

1d•Onsite

About The Position

The Front Desk Assistant role centers on campus and community experience. This position is responsible for coordinating the entry area experience by providing a welcoming, inclusive, and informative experience for visitors, leading them through the check-in process and connecting them to their host or necessary resources. The role requires effective communication with other operations team members, handling conflicts with diplomacy and discretion, and addressing day-to-day troubleshooting questions. Collaboration with IT/AV for technical support and with campus security for safety is also part of the responsibilities. Additionally, the role involves administrative and clerical tasks such as managing a shared email account, handling mail and packages, supporting students and employees with campus resources, setting up meetings, booking rooms, creating ID cards, and performing other administrative tasks. Maintaining campus amenities, including aesthetic organization, identifying and escalating faults, light resetting of spaces, restocking supplies, and basic cleaning of kitchen areas, is also expected. The position will occasionally assist in setting up, arranging, or breaking down meetings or events. Operations support includes facilitating operational projects in coordination with the Campus Operations Manager, providing status updates, communicating with vendors, receiving campus feedback, and fielding questions and concerns to the Director of Operations.

Requirements

Demonstrate a customer-first, can-do, anything-is-possible attitude.
Demonstrate maturity, diplomacy, common sense, close attention to detail, professionalism and ability to prioritize and adapt in a fast-paced environment.
Effectively troubleshoot and resolve office technology issues.
Ability to organize, manage, and conceptualize projects.
Excellent writing and analytical skills.
Strong interpersonal and communications skills.
Excellent organizational and time-keeping skills.
Excellent computer skills - effectively utilizing Microsoft Office applications such as Word, Excel and PowerPoint, and ease in learning new applications.

Responsibilities

Coordinates the entry area experience, providing a welcoming, inclusive, and informative experience for visitors.
Communicates effectively with other operations team members and takes a team-oriented approach.
Handles conflicts or the unexpected with diplomacy, tact, and common sense, and can handle confidential information with discretion.
Addresses day-to-day troubleshooting questions brought up by campus users.
Works with IT/AV to ensure technical support for equipment, especially for evening classrooms.
Coordinates with campus security guard for campus safety.
Co-manages shared email account.
Receives/sends mail and packages.
Supports students or employees learning how to access campus or digital University resources.
Occasionally sets up meetings or books rooms.
Escalates specific questions to the appropriate team members.
Creates ID cards and completes other repeating or ad hoc administrative tasks.
Maintains a high standard of aesthetic organization of campus fixtures, furniture, and equipment.
Takes initiative to notice any faults and escalates to CET for addressing.
Light resetting of spaces as needed for the next day's opening.
Restocks communal spaces, like coffee machine/supplies in the kitchen or office supplies around campus.
Tends to basic cleaning and tidying of kitchen spaces.
Occasionally assists in setting up, arranging, or breaking down meetings or events.
Facilitates operational projects by providing status updates and communicating with vendors.
Receives campus feedback and fields questions and concerns to the Director of Operations in a detailed manner.