Administrative Assistant / Receptionist
Thomas University
Job Description
Title: Administrative Assistant / Receptionist
Department: Administration / Front Desk Services
Date: October 2025
Function:
This position provides front desk, clerical, and administrative support to ensure smooth daily operations and excellent customer service for students, staff, and visitors. The Administrative Assistant / Receptionist serves as the first point of contact for the University and provides general office support to administrative departments as needed.
Responsibilities:
Front Desk and Customer Service
- Greet and assist all visitors, students, and staff entering the building; provide directions and information as needed.
- Answer incoming phone calls, direct calls to the appropriate personnel, and take accurate messages.
- Respond to general email inquiries and maintain a friendly, professional environment at the front desk.
- Serve as the first point of contact for students and guests in the Forbes Building and other designated areas.
Clerical and Administrative Support
- Perform general office duties including copying, scanning, filing, and data entry.
- Assist with scheduling appointments, meetings, and room reservations.
- Process and route invoices, credit card statements, and purchase orders for approval.
- Maintain office supplies, order replacements as needed, and coordinate with vendors when necessary.
- Assist with departmental communications, reports, and correspondence.
- Support special events and university functions, including commencement and student or faculty events.
General Operations
- Coordinate mail and package distribution for the department.
- Maintain calendars and assist supervisors with scheduling tasks.
- Serve as backup for other administrative staff during absences.
- Maintain confidentiality of all sensitive or personnel information.
- Perform other duties as assigned to support the efficient operation of the University.
Qualifications:
- High school diploma or equivalent required; associate degree preferred.
- Prior administrative or receptionist experience preferred.
- Strong interpersonal and communication skills.
- Excellent organizational and multitasking abilities.
- Proficiency with Microsoft Office (Word, Excel, Outlook).
- Ability to maintain confidentiality and professionalism at all times.
To apply, please complete application at https://apply.appone.com/job/6908fa3e514b3e3e26536cbc.
For questions regarding the submission of application materials, please contact Anna Benefield, Human Resources Administrator, at abenefield@thomasu.edu.
