Reception and Scheduling Coordinator

Sojourner Family Peace Center•Milwaukee, WI

15h•$0 - $20•Onsite

About The Position

The Reception and Scheduling Coordinator will carry out all general reception duties and will be responsible for the induction and ongoing training of all Reception Staff. This position will serve as primary liaison for all partners to ensure effective delivery of services from Reception and will help to develop and maintain procedures for front desk operations and provide other agency administrative support as needed.

Requirements

Requires an Associate’s degree and three to five years of related experience; or a combination of education and experience.
Individual should have prior experience working in an office setting.
Must be proficient in Microsoft Office.
A high level of professionalism and excellent interpersonal skills with an ability to work in a team environment as well as independently and successfully interact with employees at all levels and work collegially across departments.
Requires excellent verbal, interpersonal, conflict resolution and written communication skills.
High sense of integrity, confidentiality, honesty and ethics.
Flexible, ability to remain calm and work well under stressful circumstances
Thorough command of business English including spelling, punctuation, grammar and vocabulary, read and comprehend technical material; communicate orally and in writing; Strong word processing and data management skills. Excellent writing and proofreading skills.
The ability to communicate and interact with people from culturally diverse backgrounds is required.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to prepare letters, database entries, reports, memos, correspondence, and documentation.
Ability to effectively communicate with vendors, clients, and other employees of the organization.
Ability to apply common sense understanding to carry out detailed written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Individual should have strong communication and organizational skills, be detail oriented and able to manage multiple projects simultaneously.
Requires the ability to operate a variety of standard business machines, such as a computer and the job related software, a keyboard, calculator, telephone, FAX, photocopier, postage machine, etc.

Nice To Haves

Bilingual Spanish speaking is preferred.
Demonstrated knowledge of and sensitivity to issues of domestic violence and related services is a plus.

Responsibilities

Be a proactive and energetic member of our team by providing high quality support to our clients and partners with complex organizational roles.
Have creative ideas and be forward thinking in your job responsibilities, which might include meeting/call scheduling, time and supply expense management, meeting and events support as well as ad hoc projects and more.
Independently complete assigned non-routine tasks to meet goals and may work in a team environment leveraging your strong people skills to build good working trust-based relationships with your peers, clients, and staff.
Set and maintain standards of professional conduct and customer service for reception staff.
Maintain front desk operations manual.
Participate in the recruitment, selection, and training of reception staff.
Serve as primary Liaison for internal and external partners to ensure efficient front desk operations.
Identify any issues that impact front desk operations and propose solutions.
Welcome, greet, assist and direct clients, vendors and visitors in a professional manner. Monitor visitor access and issue passes when required.
Assist walk-in clients to be added to the Restraining Order waiting list.
Answer and direct all incoming telephone calls to the appropriate person, department or community resource. Take and relay messages accurately and in a timely manner. Maintain and distribute phone lists. Address client and guest inquiries about programs, facilities and services.
Maintain events calendar by responding to inquiries about center availability. Communicate the schedule of events to applicable Sojourner staff and security weekly. Schedule events at the Family Peace Center maintaining Sojourner’s client-centered approach to service delivery. This is including but not limited to Sojourner events, events initiated by the community and FPC Partners. Communicate with Public Safety and Hotline about weekend and after hour events.
Perform other clerical tasks as requested to support various departments such as but not limited to mailing preparation, typing, prepare and maintain files and receive and send data on the fax machine.
Process orders for office supplies from agency departments, stocking and distributing supplies as appropriate.
Sort mail and distribute to the correct person or department daily. Communicate package arrivals to employees.
Provide back up security assistance by screening visitors and ensuring that only authorized personnel gain access to premises. Monitoring surveillance cameras and contacting law enforcement in the case of suspicious activities, threats or security system alerts.
Operate and maintain office equipment such as fax machines, copiers, and phone systems. Learn to operate new office technologies as they are developed and implemented.
Perform administrative tasks, to include but not limited to internal meeting preparation, coordinating staff and partnership events, prepping Human Resources folders and labels, creating staff mailboxes, building signage, etc.
Assist with meeting preparation, to include but not limited to, reserving conference rooms, scheduling, AV setup, conference room maintenance and preparation of handout materials.
Identifying new ways to add value & proactively taking on new tasks to help our operations team be more productive.
Managing complex calendars for vendor meetings, coordination of meeting spaces and provide general building tours.
Provides administrative support to Sojourner management and other staff.
Lead and manage special projects.
Ability to work a regular schedule and have regular attendance at the workplace.
Practice agency policies and safety in the workplace.
Participate in all mandatory meetings and trainings.
Uphold and exhibit the agency’s Core Values.
All other work-related duties and projects as assigned.