KNOWLEDGE, SKILLS AND ABILITIES:

• Strong attention to detail.
• Effective communicator.
• Proficient in computer/technology software and systems, to include phone systems and other communication devices.

MINIMUM QUALIFICATIONS

• High school diploma or high school diploma equivalency is required
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.

PREFERRED QUALIFICATIONS

• Experience with standard office equipment.
• Experience with Microsoft Office Suite of applications.
• Experience with Smartsheet, google sheets, Qualtrics, and/or other office applications.
• Experience managing listservs.

• Greet and assist visitors in a courteous and professional manner.
• Answer and route incoming phone calls; take messages as needed.
• Respond to general inquiries via phone, email, or in person.
• Maintain the front desk area and lobby to ensure a tidy and organized appearance.
• Under the direction of the Front Office Lead, assist with training of student employees on front desk activities, communications styles, customer service, golf cart management and room reservation processes.
• Support the setup and organization of Smartsheets used for front desk tracking and coordination.
• Organize and distribute incoming and outgoing Federal Express and USPS mail in accordance with office procedures.
• Support vendor show activities by following established policies and assisting with related logistics.
• Assist in drafting and maintaining BIO5 resource materials, such as the Operations Manual, Emergency Binder, instructional documents, and membership procedures. Make recommendations in support of these processes.
• Support the onboarding process for new front desk student employees by preparing materials, sharing policies, and providing guidance on procedures as directed.
• Processing and updating of all new and renewal membership applications.
• Corresponding with faculty regarding membership.
• Support coordination of monthly Membership Team meetings by scheduling the meeting date, sending invites, gathering agenda items, drafting the agenda, and providing in-meeting assistance such as managing screen sharing and guiding the group through the agenda.
• Providing EA with list of new members at the beginning of every month.
• Keeping the faculty listserv current by adding new members and removing former members.
• Working with IT staff to address any issues that arise with the Member Track application.
• Manage accurate list of building occupants including PIs and Lab Managers.
• Gather contact information and office location of building occupants.
• Ensure the BIO5 Emergency Action Plan is accurate and up to date.
• Assist with scheduling for BIO5 director when executive assistant is unavailable.
• Assist with setup of executive level meetings.
• Monitor BIO5 director’s calendar for upcoming in-person meetings.
• Inform BIO5 director or executive assistant of arrival guests.
• Additional duties may be assigned.