Caregiver Training Institute (CGTI) Receptionist

Posted 1 month ago

Reports to: CGTI Program Director

Category: Hourly, Non-Exempt, $14.13 per hour, after 6 month of satisfactory performance, 5% increase to $14.83 per hour.

Purpose: Support a welcoming and efficiently run office. Assist managers and other employees with a variety of tasks related to organization and communication.

Major Responsibilities:
General Office
• Greet visitors and guests and answer incoming calls and emails in a professional and courteous manner.
• Provide program information and answer questions in person, on the phone and via email.
• Maintain inventory of office, facility, and class supplies by checking stock, submitting order to office manager.
• Maintain the overall appearance of facility and stock items as needed in all areas.
• Clean and sanitize work areas and facility as needed/directed.
• Process outgoing and incoming mail.
• Troubleshoot technical problems and coordinate repairs to computers and office equipment.
• Maintain and update student information in a secure manner and in accordance with all regulations, both hard-copy and electronic.
• Communicate with staff and students, and address inquiries as necessary.
• Use and maintain databases to track incoming calls/emails.

Student Support
• In collaboration with the CGTI administrative team, participate in student recruitment and registration.
• Maintain a record of all prospective students and follow-up to discuss admission requirements and their continued interest.
• Provide prospective students with admissions information and answer questions.
• Coordinate admissions testing and proctoring as needed.
• Process new student application package and collect required documentation.
• Maintain metrics and data collection of student information including a student roster.
• Produce copies of class manuals, handouts, quizzes, tests, etc.
• Prepare and distribute new student materials.

Essential Functions: (Basic job duties that an employee must be able to perform, with or without reasonable accommodations)
• Ability to effectively communicate in person, via phone and email.
• Ability to perform duties using computer skills. Including but not limited to: Microsoft Office Suite, (Word, Power Point, Outlook, and Excel) social media, Eventbrite, CRM tools and video conferencing platforms.
• Ability to use standard office equipment.
• Ensure all duties are completed accurately, delivered with high quality and in a timely manner.
• Maintain confidential and time sensitive material.

Knowledge/Skills Required:
• Ability to community effectively both orally and in written communication.
• Appropriate prioritization, initiative, and critical thinking.
• Planning and organization of multiple job tasks.
• Office management systems and procedures time management.
• Attention to detail and problem-solving.
• Establish and maintain effective working and professional relationships.
• Appropriately use, protect and preserve the confidentiality of information.
• Understand and demonstrate commitment to the vision, mission, and values of both the Caregiver Training Institute and Pima Council on Aging.

Minimum Qualifications:
• High school diploma or GED.
• Three years’ office experience and knowledge of office procedures.
• Excellent computer skills. Experience with: Microsoft Office Suite, (Word, Power Point, Outlook, and Excel) social media, Eventbrite, CRM tools and video conferencing platforms.
• Successful fingerprint clearance and criminal background check.

The Caregiver Training Institute and Pima Council on Aging reserve the right to modify, interpret or apply this position description. This description in no way implies that these are the only responsibilities, including major responsibilities, to be performed by the employee occupying this position. This position description is not an employment contract, implied or otherwise; the employment relationship remains “at-will.” The aforementioned position requirements are subject to change to reasonably accommodate qualified individuals with a disability.

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