OVERVIEW

At Summit Academy OIC, we are committed to creating a workplace where every individual’s skills and potential are valued. Rooted in the principles of merit, openness, and inclusivity, we strive to ensure access to opportunities for everyone. This role embodies these ideals, offering a chance to grow, lead, and make an impact through your unique expertise and abilities.

Join us and be part of a mission-driven team that prioritizes innovation, collaboration, and continuous development.

POSITION SUMMARY

The Evening Front Office Recruitment Associate plays a key role as the first point of contact for all visitors at Summit Academy OIC. This position is responsible for managing front office operations, facilitating recruitment outreach, and providing essential administrative support to ensure smooth and efficient operations. The individual in this role will greet visitors, manage incoming and outgoing calls, and conduct recruitment efforts, contributing to the organization's ability to attract and engage prospective students.

This role is crucial in supporting Summit Academy OIC's mission of empowering individuals through education and vocational training. By maintaining a welcoming environment, ensuring the accuracy of recruitment data, and assisting with enrollment initiatives, the Evening Front Office Recruitment Associate will help advance the organization’s mission and contribute to the success of its students.

DUTIES/RESPONSIBILITES

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties/responsibilities.

Front Office Operations

• Manage a multi-line switchboard, answering all incoming calls and directing inquiries to the appropriate department or staff member.
• Greet and assist all visitors, ensuring they sign in and are escorted while on campus.
• Maintain the appearance and organization of the reception area, ensuring it is welcoming and professional.
• Monitor building access, ensuring all visitors follow security protocols.
• Oversee front desk supplies and inventory, ensuring availability of materials like information session folders, flyers, and student study information packets.

Recruitment Support

• Conduct outreach to prospective students by making follow-up and recruitment calls as directed by the Recruitment Manager.
• Record and report daily call activity and outcomes to the Recruitment Manager via email at the end of each day.
• Assist with recruitment events and activities when needed, providing logistical support and information, ensuring smooth execution.
• Prepare student study packets, information session folders and recruitment materials to distribute to prospective students and visitors.
• Track and input prospective student inquiries and follow-up actions into the student database (CRM).

Administrative Duties

• Coordinate student appointments, including scheduling testing and financial aid meetings.
• Record attendance for scheduled testers and enter data into the student database, ensuring accurate and up-to-date records.
• Distribute student parking permits and other administrative items as needed.
• Assist walk-in prospective students with completing the online application using the on-site kiosk.
• Assist the Enrollment Team with other administrative tasks such as generating reports, updating records, and managing files.

REQUIRED SKILLS/ABILITIES

• Excellent Communication: Possess strong verbal, written, and interpersonal communication skills, including the ability to interact with diverse populations.
• Customer Service Orientation: Demonstrate a welcoming and professional demeanor in all interactions with students, staff, and visitors.
• Organizational Excellence: Ability to multitask, prioritize, and stay organized in a fast-paced environment with frequent interruptions.
• Technical Proficiency: Adept with Microsoft Office Suite (Word, Excel, Outlook) and comfortable working with databases.
• Attention to Detail: Ensure the accuracy of all administrative tasks, including data entry, scheduling, and documentation.
• Adaptability: Respond to changing needs and priorities with flexibility and a positive attitude.

SUPERVISORY RESPONSIBILITIES

None.

WORK ENVIRONMENT

This role operates in a professional office setting. Regular use of office equipment such as computers, phones, copiers, and filing systems is required. The position is largely sedentary but may involve occasional lifting, standing, and walking as needed.

PHYSICAL REQUIREMENTS

This is largely a sedentary role; however, some filing and distribution of mail and packages is required. This would require the ability to occasionally lift light loads, open filing cabinets and bend or stand as necessary.

POSITION TYPE & EXPECTED HOURS OF WORK

This is a part-time, non-exempt position under the Fair Labor Standards Act (FLSA). It is eligible for overtime pay if previously approved hours exceed 40 per week. The expected hours of the position are Monday through Thursday: 4:00 p.m. to 9:00 p.m. and Saturday: 8:00 a.m. – 2:00 p.m.

TRAVEL

Limited local travel may be required to meet duties of position.

REQUIRED EDUCATION & EXPERIENCE

• High School Diploma or GED.
• 1-2 years of experience in a receptionist or administrative role within a professional office environment.
• Experience in customer service: Proven ability to engage and interact professionally with diverse individuals, providing a welcoming and responsive front office experience.
• Familiarity with phone systems and office technology: Experience handling multi-line phone systems, scheduling tools, and managing office supplies.
• Basic knowledge of CRM systems and data entry: Experience tracking and managing customer data and appointments, ensuring accurate and timely information entry.

PREFERRED EDUCATION & EXPERIENCE

• 2+ years of experience in a receptionist or administrative role within a professional office environment.
• Experience in an educational or nonprofit setting: Exposure to working in environments with diverse stakeholders such as students, donors, and government representatives.
• Recruitment or outreach experience: Prior experience in recruitment, outreach, or related administrative tasks, such as contacting prospective students, tracking inquiries, and supporting enrollment processes.
• Proficiency with Microsoft Office Suite: Advanced skills in Word, Excel, and Outlook to manage communications and administrative tasks efficiently.

OTHER DUTIES

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change at any time with or without notice. 

COMMITMENT TO INCLUSION

At Summit Academy OIC, we believe in a skills-first approach to recruitment and employment. This means focusing on what you can do and how you can grow, rather than traditional metrics alone. We are committed to adhering to anti-exclusion practices, removing barriers to access, and enhancing opportunities for all individuals based on merit and potential. Your skills, experiences, and perspective are valuable—and we want to empower you to make your mark here with us.

AAP/EEO

It is the policy of Summit Academy OIC to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Summit Academy OIC will provide reasonable accommodations for qualified individuals with disabilities.

BENEFITS

• Paid Time Off (PTO)
• 11 annual paid holidays in addition to 2 annual scheduled, paid mental health days;
• Eligibility to participate in our 401(k) retirement plan with an up to 4% employer match, effective day one;
• Eligibility for an annual bonus and merit increase based on organizational and employee performance