Front Desk Administrative Assistant

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

The Front Desk Administrative Assistant will help with front Desk Operations facility Support office and supply Management and coordinate incoming and outgoing shipments mail and faxes for the ACU Dallas campus.

1. Front Desk Operations

2. Facility Support

3. Office and Supply Management

4. Coordinate Incoming and Outgoing Shipments Mail and Faxes

Front Desk Operations:

1. Ensure a continuous presence at the front desk offering a warm professional and friendly greeting to all visitors.

2. Respond promptly and efficiently to visitors needs address visitors inquiries provide assistance and direct visitors to the appropriate locations as needed with occasional stepping away from the desk for specific tasks.

3. Oversee student traffic at the front desk handling requests for supplies and coordinating meetings with faculty as required.

4. Oversee and maintain the Brivo system (keycard access) for ACUD campus (employees and students) and ensure the building garage keys are distributed to authorized personnel.

5. Collaborate with multiple departments to ensure seamless office operations.

Facility Support:

1. Maintain a clean organized and professional appearance of the reception/lobby area public commons public kitchen and coffee area. Maintenance includes restocking.

2. Submit work orders for facility-related requests (temperature adjustments janitorial services etc.) to building management through IMPAK system.

3. Assist with moving classroom tables chairs and furniture as required for various events and activities.

Office and Supply Management:

1. Order replacement equipment for employees including headsets docking stations adapters wireless keyboard and mouse etc.

2. Process business card and name tag requests.

3. Order Awards of Recognition - Core Value Award DNP Project Awards Dissertation Awards Adjunct Awards etc.

4. Order books for various groups as needed.

5. Conduct monthly reconciliation of purchasing card transactions for ACUD campus purchases.

Coordinate Incoming and Outgoing Shipments Mail and Faxes:

1. Manage the distribution of incoming and outgoing mail and deliver internal mail to employees (via remailing or scanning).

2. Oversee the daily retrieval and scanning of transcripts to ensure timely processing.

3. Inputting tuition check details into a spreadsheet and mailing those checks to the Abilene campus.

4. Oversee the campus Efax account: Handle incoming and outgoing faxes maintain accurate account administrator details for the Efax account and reconcile monthly billing.

5. Generate shipping labels for UPS/USPS shipments and forward receipts to the accounting coordinator for proper documentation. (i.e. coins to military students).

6. Prepare and package shipments as needed ensuring all items are securely packed and ready for delivery.

7. Coordinate mailing of Alpha Scholars letters and certificates.

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks.
• Ability to act with integrity professionalism and confidentiality.
• Experience with Microsoft Office Suite Google Suite.

Education and Experience:

• Bachelors degree preferred.
• At least two years of administrative experience.

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 20 pounds.
• Expected Schedule: Monday through Friday 8:30a to 4:30p
• Occasionally required to arrive early or stay after hours.
• Possible remote days in June and July.

ACU does not unlawfully discriminate on the basis of race color age sex disability genetic information national or ethnic origin in employment opportunities in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the universitys financial and physical assets. Therefore Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.