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Part Time Reception Administrator

Company Overview

CSCA is an iconic New England landmark, and for more than 40 years has been highly acclaimed among the nation’s premier culinary schools. Here, students gain the essential knowledge and foundational skills a great culinary education demands – classic fundamentals of cooking and baking, history and influences of the world’s greatest cuisines, techniques for mastering common and exotic ingredients, and more. 

Job Summary

We are seeking an enthusiastic and detail oriented Reception Administrator to join our team!  This dynamic individual will be passionate about Customer Service and will create the ultimate first impression for callers and visitors to CSCA.  You will be able to juggle multiple priorities and tasks, support ownership as well as our admissions and recreational teams.  You will be proficient in Microsoft Office as well as detail oriented.  Does this sound like you?

Responsibilities and Duties

General Administrative Support

  • Answers incoming telephone calls, screens callers and forward to appropriate personnel or department, providing impeccable and professional customer service
  • Responds to inquiries and provides general information about school location and programs
  • Welcome visitors, determine nature of business, find appropriate personnel to handle request
  • Receives, sorts and routes mail & incoming faxes
  • Prepares and posts outgoing mail, ensure its delivery to the post office daily
  • Oversees monthly inventory of printed material, i.e.: catalogs, inserts, letterhead, envelopes
  • Organizes and maintain general/resource info filing system; maintain the info in administrative files in the office
  • Maintain updated inventory of brochures throughout the School, including ensuring Recreational and professional brochures in all kitchens are updated for walk-ins.
  • Records, types and disseminates minutes to bi-weekly staff meetings
  • Develop and maintain the office supply inventory
  • Retrieves messages from general voice mail and forwards to appropriate personnel
  • Maintain database of prospective students for Professional (and Recreational when applicable) Programs
  • Assists implementation of Information Session dates and registers attendees
  • Assists preparing name badges for incoming students and other events (3 X per year)
  • Coordinates staff birthday celebrations (monthly)
  • Sends reminders for bi-weekly staff meetings
  • Generate/Maintain Reports as needed.
  • Schedule/Coordinate meetings as requested by ownership.
  • Assist Ownership with Travel arrangements as needed.

Administrative Support to the Recreational and Professional Programs

  • Maintain database of prospective students for Recreational and Professional Programs
  • Coordinate the mailing of all Recreational Program catalogs on a daily basis
  • Assist with the sale of Gift Certificates for the Recreational Program
  • Assist with student registration, payment and refunds for the Recreational Program
  • Assist in Class Scheduling and Class set up in system.
  • Ensure all classes have the proper recipe packets printed and delivered for scheduled classes.

ADDITIONAL DUTIES AND RESPONSIBILITIES

  • Perform other duties, projects and tasks as needed, directed or assigned.

Qualifications and Skills

  • Previous experience in retail, customer service, culinary fields as well as additional qualifications as an Administrative assistant, Receptionist or Secretary will be a plus
  • Working knowledge of office equipment, like printers, computers and fax machines
  • Proficiency in MS Office (MS Excel, MS Word and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work tasks
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • Outstanding Customer Service and Phone Skills
  • High School Degree or equivalent
  • Ability to Multi-Task

PHYSICAL DEMANDS

  • This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
  • Occasional assistance in setting up events and meetings will require the ability to lift 25 pounds and stand for long periods of time.

WORK ENVIRONMENT

  • This job operates in a professional office environment and occasionally in our commercial style kitchens and lecture areas.
  • This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

POSITION TYPE AND EXPECTED HOURS OF WORK

  • This is a part-time, hourly position.  Starting Wage is $17/hr.
  • Base hours are Tuesday, Wednesday and Friday, 10:00 a.m. - 5:00 p.m.
  • In addition, participation in graduations, private events, orientations, etc. may be required from time to time outside of normal work hours.

 

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