Receptionist
hace 1 mes
Summary of Position The Receptionist is primarily responsible for greeting and assisting CIEE participants and visitors at the CIEE Center, contributing attentively to a welcoming and positive environment.
The position acts as the initial contact for students who need access to resources related to CIEE and/or Madrid, while also providing some specific administrative assistance related to their health, safety, and security.
In addition, duties include providing support to the Administrative Department with general office tasks, classroom logistics, social media, IT support, and site maintenance.
Duties and Responsibilities Welcome CIEE participants and visitors by greeting them, in person or on the telephone; answering or referring inquiries to the appropriate CIEE staff member.
Act as an initial point of contact and resource for the general health, safety, and security of CIEE participants.
Help CIEE participants to make medical appointments, start the insurance process, retrieve lost items, give street directions, contact US Embassy citizen services, etc.
Establish a direct contact for the student with the appropriate CIEE staff member for specific incident reporting, housing inquiries, academics, etc.
Help to collect and organize photos and videos for the CIEE Madrid social media network (Facebook, Instagram, etc.).
Assist with food catering services following protocols that can include every participant respecting their dietary needs.
Clean up at Center events and activities.
Contribute to keeping an optimal appearance of the shared communal areas and classrooms.
Make sure the office's recycling bins are empty and take out this before closing the office space, every evening.
Complete basic administrative tasks (for instance, creating name lists, nametags, photocopying, etc.)
in support of the student orientation, activities, and excursions.
Support the Administrative Department in various tasks such as updating internal records and databases, preparing expense and invoice reports, digitizing documentation, and coordinating the Faculty time tracking process.
Manage and track work time records, among other administrative matters.
Supervise storage, borrowing, and return of remote controls (classrooms, student lounge).
Assist with the sign-up sheets for cultural activities and events of CIEE Madrid programs.
Distribute all mail received and sign for necessary correspondence and deliveries; notify students of any special deliveries or packages.
Maintain classroom calendar and reservations for classrooms, student lounge, and meeting rooms.
Enforce security protocols.
Be familiar with fire safety escape routes.
Maintain telecommunication system by following manufacturer's instructions for office telephone network.
Keep IT devices updated (PCs and laptops), including the center inventory, and support staff when having hardware issues.
Order office supplies such as paper goods, printer, and photocopier cartridges, in coordination with the Administrative Coordinator.
Provide professors with any classroom and office materials they may need.
Attend educational orientations, cultural activities, and excursions, when assigned.
Other duties as assigned.
Knowledge Skills and Requirements Customer Service: Demonstrate a friendly and collaborative working style with a positive outlook.
Communication: Proven ability to communicate efficiently in English and Spanish and deal calmly with stressful situations when interacting with students.
Administration: Must have good administrative skills, particularly attention to detail and the ability to complete assigned tasks efficiently and accurately, and in a timely manner.
Flexibility: Must be able to respond quickly to changing circumstances.
Language: Fluency in Spanish and English.
Education: Minimal technical degree in Secretarial Studies, Tourism, Theatre/Arts, or equivalent.
Technology: Must have good computer skills, IT problem-solving abilities, and knowledge of Microsoft Office.
CIEE is committed to creating an inclusive environment in which our participants and staff represent the full spectrum of backgrounds and experiences.
Candidates from underrepresented groups with diverse backgrounds are strongly encouraged to apply.
The Receptionist role is a permanent, part-time/entry-level position.
The successful candidate is offered a twenty-six hour/week local work contract.
Working typical hours are Monday to Thursday from 14:00 to 19:00 and Friday from 09:00 to 15:00.
The Center is closed on National Holidays.
The position may be privy to personal, medical, and/or academic problems of participants and must respect and maintain the confidentiality of such conversations, documents, etc.
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