Front Desk & President's Support Specialist at Bay Path University – Longmeadow, Massachusetts

JOB SUMMARY:

Bay Path University is seeking a highly organized, positive, and energetic individual to serve as the front-line representative of the University and provide administrative support to the Office of the President. This essential role includes answering the main university phone line, warmly welcoming and assisting students, staff, faculty, and campus guests, and supporting the Executive Assistant to the President, Chief of Staff, and the President with daily tasks. The ideal candidate is personable, detail-oriented, and demonstrates exceptional professionalism and follow-through.

ESSENTIAL JOB FUNCTIONS:

• Greet and assist students and visitors with professionalism, energy, and warmth. May provide campus maps or walk guests to their destinations.
• Answer and route incoming calls from the University’s main line; conduct swift research to direct callers appropriately, and persist to determine available staff to take the call.
• Provide administrative support to the President’s Office, including research, planning, and preparation of materials.
• Stay informed regarding departments, events, and procedures to accurately respond to inquiries and promote enthusiastically.
• Assist with scheduling, calendar coordination, and meeting preparation for University leadership, maintaining strict confidentiality.
• Support logistics for meetings and events, both in-person and via Zoom.
• Prepare professional correspondence, labels, and reports.
• Assist with event planning, setup, and collaborate with other departments as needed.
• Attend trainings as required.
• Perform any other duties or tasks as assigned by the University.

OTHER RESPONSIBILITIES:

If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. You must have a valid driver’s license and must successfully pass the online safe Driving Course and driving record check at time of hire and annually thereafter. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to stand, walk and/or sit and continuously perform essential job functions.
• Ability to grasp, lift and/or carry or otherwise move lightweight objects.
• Ability to walk up and down stairs and walking significant distances between and within University buildings.
• Perform tasks requiring bending, stooping, and kneeling.
• Sufficient manual dexterity in both hands to operate variety of office related equipment including; computer, telephone, copier, fax, calculator, and the like.
• Visual ability corrected, to assure accuracy of all documents produced or disseminated from this position.
• Audio ability corrected, to hear telephone, fax and any emergency related alarms such as fire alarm.

This position requires standing, sitting and walking; minimal pulling, pushing, lifting, stretching, kneeling, and lifting up to 20 lbs.

QUALIFICATIONS:

• Associate’s degree required.
• Strong interpersonal, communication, and customer service skills.
• Exceptional attention to detail with strong organizational and follow-through abilities.
• Ability to multitask, prioritize responsibilities, and remain flexible in a fast-paced environment that frequently adjusts.
• Discretion and professionalism in handling sensitive or confidential information, including adherence to FERPA and HIPAA guidelines.
• Clear, neat handwriting and strong written communication skills.
• Proficient in Google Workspace (Docs, Sheets, Slides, Calendar, Drive), Microsoft Excel, PowerPoint, CRM, and Mailmerge.
• Bilingual (Spanish) strongly preferred.
• Experience working with diverse populations.
• Ability to establish and maintain effective working relationships with all members of the University community, including students, faculty, staff, and administrators.
• Enthusiastic and team-oriented; committed to the mission of Bay Path University.
• Ability to adhere to University policies and procedures.
• General knowledge of the University’s mission, purpose, and goals and the role this position plays in achieving those goals.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.