Guest Services Coordinator

University of Dayton, Ohio • Dayton, OH

2d • Onsite

About The Position

This position serves as a receptionist and general administrative support for the facility's administrative work area, including serving as the primary point of access to the UD Arena. This position is responsible for regulation of visitor traffic, mail distribution, providing information and direction in person and over the telephone in response to inquiries concerning events at UD Arena, rentals, or other general information. This position provides human resource and budget support by coordinating the reimbursement of petty cash to UD Arena employees while maintaining proper documentation on expense reports for Bursar's office and coordinating personnel action forms (PAF's)for all UD Arena part time staff, which includes completing hiring paperwork, keeping accurate records of new hires and resignations, time clocks, student employment, and other administrative activities for part time employment. Additionally, this position provides general administrative support for the marketing, operations, and sales staff in the Arena including: repair orders on office equipment, printing services, route and distribute incoming UPS, FedEx deliveries and making sure all outgoing overnight packages are labeled and coded to correct accounts including packages for the Equipment Room. This position also administratively facilitates security control procedures such as issuing identification badges and/or passes to visitors; providing card reader access to employees and coaches for access to the Arena. Additionally, the position will assist the ticket office with basic ticket support (printing tickets, customer payments, mobile device help, etc.).

Requirements

• High school diploma
• 2 years successful experience as a receptionist/secretary demonstrating composure and professionalism in difficult situations within a fast paced, high stressed, and challenging environment
• Ability to work independently
• Ability to interact pleasantly and professionally with customers, peers, and employees
• Ability to communicate effectively and clearly
• Proven ability to operate and manage the demands of a multi-line telephone in a professional and effective manner
• Expertise in computer software: word processing and spreadsheet programs
• Ability to operate general office machinery
• Willingness to learn software and hardware operations in areas inexperienced
• Ability to work nights and weekends, as needed
• Currently authorized to work in the United States on a full-time basis

Nice To Haves

• College degree or successful completion of some college/post secondary coursework in business related programs
• Work experience in a fast paced, energetic environment along side professional, non professional staff
• Knowledge of administrative processes and procedures at the University of Dayton
• Basic ticketing background or knowledge

Responsibilities

• Serve as a receptionist and provide general administrative support for the facility's administrative work area.
• Act as the primary point of access to the UD Arena.
• Regulate visitor traffic.
• Distribute mail.
• Provide information and direction in person and over the telephone regarding events, rentals, or general information.
• Coordinate petty cash reimbursements to UD Arena employees.
• Maintain documentation on expense reports for the Bursar's office.
• Coordinate personnel action forms (PAF's) for all UD Arena part-time staff.
• Complete hiring paperwork for part-time staff.
• Keep accurate records of new hires and resignations.
• Manage time clocks and student employment records.
• Provide general administrative support for marketing, operations, and sales staff.
• Process repair orders on office equipment.
• Handle printing services.
• Route and distribute incoming UPS and FedEx deliveries.
• Label and code outgoing overnight packages to correct accounts.
• Administratively facilitate security control procedures, such as issuing identification badges and passes.
• Provide card reader access to employees and coaches.
• Assist the ticket office with basic ticket support (printing tickets, customer payments, mobile device help, etc.).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED