Services Specialist

San Francisco Bay University (SFBU), a nonprofit, WASC-accredited, university situated in the heart of Silicon Valley in Fremont, California, seeks an innovative and experienced Welcome Services Specialist. SFBU’s mission is to offer inclusive, innovative, and inspirational education for lifelong careers and our vision is to set the standard as a national model of higher education in service of the common good.

At SFBU, students come first. We prioritize students’ needs by fostering personal engagement among students, faculty, and staff. We are committed to providing affordable quality education with a deep commitment to diversity, equity, inclusion, and social justice.

Reporting to the Director of Enrollment, the Welcome Services Specialist serves as the university’s first point of contact, delivering exceptional hospitality and professionalism. This role manages the reception area, campus tours, handles communications, and supports administrative tasks. This is a full-time, hourly, non-exempt position under the Fair Labor Standards Act (FLSA).

Key Responsibilities:

Campus Welcome Services:
Oversight of the Welcome Services front desk operations; warmly greet and assist students, faculty, staff, and visitors with the highest levels of professionalism. Manage visitors and large groups to ensure smooth tour/event check-in and departure processes. Assist in the execution of daily/weekly tours, including student ambassador management, weekly schedule oversight, and training support.

Communication Hub:
Efficiently answer, screen, and direct incoming phone calls and general email inquiries, maintaining high customer service standards. Monitor and respond to the departmental email inbox, addressing campus visit logistics and general admissions inquiries. Manage follow-up communications, including sending thank-you letters and distributing/collecting visitor surveys.

Student Support:
Provide accurate information regarding the university admissions process, campus services, events, and critical upcoming deadlines. Utilize the CRM (Salesforce) to look up applicant information, verify document receipt, and update student records for the Enrollment team.

Visit and Event Coordination:
Manage and schedule student appointments with key administrative offices, including Admissions, Bursar, PDSO (International Student Services), and Registrar. Coordinate high school and external group visit requests, serving as the liaison for group leaders and assigning student ambassadors

Campus Security:
Ensure campus security protocols are followed strictly for visitor check-in and facility access

Administrative Assistance:
Provide essential administrative and operational support to the Enrollment Management Division. Attend and contribute to weekly staff meetings to align on recruitment goals and office updates.

Qualifications:

High School diploma or equivalent.

Prior experience in a customer service, front desk, or reception role.

Proficiency with Microsoft Office Suite, Google Workspace, and standard office equipment (multi-line phones, copiers, printers).

Excellent verbal and written communication skills with strong attention to detail.

Ability to lift and carry items up to 20 lbs and perform physical activities like walking, reaching, and crouching.

Preferred Qualifications

1–3 years of office support experience, preferably in a Higher Education or professional academic setting.

Multilingual abilities (Highly desirable for our international student population).

Experience with database management or scheduling software.

Knowledge, Skills & Abilities

A friendly, professional demeanor with a "student-first" mindset.

Ability to maintain strict confidentiality and exercise professional discretion.

Skilled at working both independently and as part of a team in a fast-paced, high-volume environment.

Proven ability to interact effectively with diverse populations, including international students and senior faculty.

Strong organizational skills and the ability to follow established university procedures.

Work Environment & Physical Demands:

Job duties typically performed in an office environment.

Physical demands may include lifting up to 20 lbs,…