Description:
The Receptionist is accountable to the Operations Manager, AccessAbility Services, and is responsible for reception duties related to the Front Desk. As a front-line staff member, the Receptionist is responsible for scheduling appointments, providing information to clients, and offering outstanding customer service to students, staff, faculty, and parents who connect with AccessAbility Services. This position, which is crucial to the smooth operation of the office, works with confidential information and handles sensitive information responsibly and in compliance with privacy regulations.
Responsibilities:
Customer Service/Reception
- Provides exceptional customer service to students and other stakeholders. This involves an awareness and sensitivity to a variety of disabilities that might cause disruptions, challenges, and disputes in the office or on the phone
- Answers phones, takes messages, directs calls, and answers ‘tier 1’ (general) questions
- Responds to select inquiries made to the AccessAbility Services general email account
- Escalates inquiries as necessary to appropriate subject matter experts
- Use knowledge of University to ensure students are directed to appropriate campus support services and resources
- Directs traffic flow within AccessAbility Services
Appointment scheduling and support
- Schedules appointments
- Greets and checks-in clients who arrive for appointments
- Supports short-notice staff absences by rescheduling appointments
- Assists students with completing required forms for their appointments (e.g., consent form), ensuring the forms are appropriately uploaded to a student’s record
- Assists in the preparation of client appointments, including pulling client files when needed
Handling confidential information
- Appropriately handles confidential health and education records (receives and uploads documents to AAS system)
- Organizes and maintains filing system (includes confidential medical and educational records)
- Maintains an orderly front desk ensuring confidentiality of student files and documents
- Keeps record of student-related documents delivered to AccessAbility Services
Qualifications:
- Postsecondary degree or certificate in relevant field and/or equivalent work experience
- Experience in customer service
- Experience working with individuals with disabilities, and securing appropriate support for persons in a crisis, is an asset
- Previous experience in a secondary or post-secondary school work environment is an asset
- Demonstrated ability to perform basic reception duties
- Basic computer literacy with Microsoft Word and Excel and basic computer literacy with PowerPoint
- Exceptional client service orientation, unwavering professionalism
- Demonstrated ability to work collaboratively in a diverse team
- Attention to detail and accuracy
- Ability to remain flexible and respond to competing demands in a fast-paced environment
- Exercise judgement and discretion when handling confidential and sensitive information
- Excellent interpersonal and communication skills
- Strong organizational and attention skills