Administrative Assistant/Receptionist

Aministrative Assistant / Receptionist - Thomas University

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Home > Aministrative Assistant / Receptionist

Aministrative Assistant / Receptionist

Title: Administrative Assistant / Receptionist

Reports To: Executive Assistant to the President's Office

Date: October 16, 2026

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.

This role will provide technology and office support to the Executive Assistant to the President's Office.

Responsibilities

President's Office

• Provide direct support to the Executive Assistant to the President's Office.
• Manage and support all technology needs within the President's Office, including but not limited to computer setup, software/applications, and general technical support.
• Perform additional duties as assigned by the Executive Assistant to the President's Office to support the needs of the President's Office.

Provost's Office

• Collect and archive syllabi, division reports, load sheets, and other academic reports
• Compile adjunct and overload pay sheets, faculty and staff evaluations, and other documents for review by the Provost
• Assist with the collection and management of data for compliance reporting
• Coordinate scheduling, travel, and appointments for the Provost
• Place supply orders and manage Academic & Student Affairs subscriptions
• Schedule campus visits for visiting scholars, prospective faculty, and others.
• Support and assist with special events and university functions, including convocation, commencement, and student or faculty events.

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

• Provide clerical and administrative support to the President's and Provost's Offices as needed, including assistance with correspondence, scheduling, document preparation, and basic project coordination.
• Perform general office duties including copying, scanning, filing, and data entry.
• Assist with scheduling appointments, meetings, and room reservations.
• Maintain office supplies, order replacements as needed, and coordinate with vendors when necessary.
• Assist with departmental communications, reports, and correspondence.

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

• Bachelor's 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 the application at https://apply.appone.com/job/6ad2432f1a08955fefe960af.

For questions regarding the position, please contact Carla Turner, Executive Assistant to the President.

For questions regarding the submission of application materials, please contact Anna Benefield, Director of Human Resources.

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