Receptionist​/Administrative Professional, Career Planning Center

QUALIFICATIONS

• Bachelor’s degree or appropriate certificate of training preferred.
• Proven relevant work experience as a Receptionist, Front Office Representative or similar role is preferred.
• Ability to operate a multi-line phone system in an efficient and professional manner.
• Excellent verbal and written communication skills.
• Must be proficient in Microsoft Office products, specifically Word, Excel, Outlook and PowerPoint.
• Excellent professional etiquette and hospitality skills required.
• Ability to work in a fast-paced environment with accuracy.
• High level of confidentiality required.

• Greet and welcome individuals (visitors, students, guests, prospective students, parents, staff, etc.) promptly with a professional and welcoming demeanor. Direct individuals to the appropriate person and/or office, and assist visitors and guests with routing, directions, and immediate needs including sign-in/sign-out procedures.
• Serve as the first point of contact for Meridian Technology Center (MTC); responsible for operating the phone system, and answering, screening, and directing incoming phone calls.
• Receive and direct messages received via the “Contact Us” section of the MTC website.
• Maintain the 3CX VoIP phone voice mail system and initiate recorded messages as necessary and when the campus is closed.
• Maintain the reception area to ensure it is professional, tidy, and welcoming at all times.
• Provide accurate and courteous information to internal and external stakeholders regarding programs, schedules, events, and procedures.
• Compile data from district event sheets and send a daily calendar email for the current day. Keep a copy of the calendar at the front desk to assist with providing directions to meeting rooms and events.
• Provide administrative assistance to the Career Planning Center as assigned by the Executive Director, Career Planning/Career Development.
• Handle inquiries and resolve issues within the scope of authority; elevate complex issues to appropriate personnel.
• Assist with scheduling appointments, meetings, event reservations using appropriate systems/tools.
• Operate standard office equipment (phone system, copier, computer, etc.)
• Responsible for accurately entering, updating, and maintaining Safety Data Sheet (SDS) information within the organization’s internal SDS database.
• Follow established safety, security, and emergency procedures.
• Serve on the Emergency Response Team.
• Ensure compliance with institutional policies regarding confidentiality, data protection, and student privacy (FERPA).
• Report safety concerns, incidents, or irregularities promptly and to appropriate personnel.
• Accurately enter, update, and maintain data in multiple software systems (student information system, department spreadsheets, etc.).
• Generate routine reports and maintain filing systems (electronic and paper) per Career Planning Center standards.
• Responsible for entering student volunteer records into the student information system.
• Assist with cross-functional tasks during peak periods or special events (enrollment periods, recruitment/retention events, open houses, and graduations).
• Maintain knowledge of MTC programs, services, processes, and organizational priorities.
• Attend training and staff meetings to ensure alignment with institutional expectations.
• Participate in assigned special projects, process improvements, or events planning as directed by leadership.
• Provide support for outreach and community engagement activities when scheduled at the front desk or lobby area.
• Assist the Workforce and Economic Development, Financial Aid, Human Resources, Culinary Arts, and Marketing departments as requested.
• Train all new staff on the phone procedures used at MTC.
• Train students in customer service and proper phone etiquette when requested. Hands‑on training is given for students to learn how to operate a multi‑line phone system in a professional manner.
• Utilize work time efficiently between 7 a.m. and 3:30 p.m. and report any exceptions to the Executive Director, Career Planning/Career Development.
• Abide by all policies and procedures adopted by the MTC Board of Education and promote MTC, its programs and employees at…