Welcome Services Specialist

About San Francisco Bay University:

San Francisco Bay University (SFBU) a nonprofit WASC-accredited university situated in the heart of Silicon Valley in Fremont California seeks an innovative and experienced Welcome Services Specialist.SFBUs mission is to offer inclusive innovative and inspirational education for lifelong careers and our vision is to set the standard as a national model of higher education in service of the common good.

At SFBU students come first. We prioritize students needs by fostering personal engagement among students faculty and staff. We are committed to providing affordable quality education with a deep commitment to diversity equity inclusion and social justice.

We encourage you to learn more about SFBU by reviewing our strategic plan at Overview:

Reporting to the Director of Enrollment the Welcome Services Specialist serves as the universitys first point of contact delivering exceptional hospitality and professionalism. This role manages the reception area campus tours handles communications and supports administrative tasks. This is a full-time hourly non-exempt position under the Fair Labor Standards Act (FLSA).

Key Responsibilities:

• Campus Welcome Services: Oversight of the Welcome Services front desk operations; warmly greet and assist students faculty staff and visitors with the highest levels of professionalism. Manage visitors and large groups to ensure smooth tour/event check-in and departure processes. Assist in the execution of daily/weekly tours including student ambassador management weekly schedule oversight and training support.

• Communication Hub: Efficiently answer screen and direct incoming phone calls and general email inquiries maintaining high customer service standards. Monitor and respond to the departmental email inbox addressing campus visit logistics and general admissions inquiries. Manage follow-up communications including sending thank-you letters and distributing/collecting visitor surveys.

• Student Support: Provide accurate information regarding the university admissions process campus services events and critical upcoming deadlines. Utilize the CRM (Salesforce) to look up applicant information verify document receipt and update student records for the Enrollment team.

• Visit and Event Coordination: Manage and schedule student appointments with key administrative offices including Admissions Bursar PDSO (International Student Services) and Registrar. Coordinate high school and external group visit requests serving as the liaison for group leaders and assigning student ambassadors

• Campus Security: Ensure campus security protocols are followed strictly for visitor check-in and facility access

• Administrative Assistance: Provide essential administrative and operational support to the Enrollment Management Division. Attend and contribute to weekly staff meetings to align on recruitment goals and office updates.

Qualifications:

Minimum Requirements

• High School diploma or equivalent.

• Prior experience in a customer service front desk or reception role.

• Proficiency with Microsoft Office Suite Google Workspace and standard office equipment (multi-line phones copiers printers).

• Excellent verbal and written communication skills with strong attention to detail.

• Ability to lift and carry items up to 20 lbs and perform physical activities like walking reaching and crouching.

Preferred Qualifications

• Bachelors degree.

• 13 years of office support experience preferably in a Higher Education or professional academic setting.

• Multilingual abilities (Highly desirable for our international student population).

• Experience with database management or scheduling software.

Knowledge Skills & Abilities

• A friendly professional demeanor with a student-first mindset.

• Ability to maintain strict confidentiality and exercise professional discretion.

• Skilled at working both independently and as part of a team in a fast-paced high-volume environment.

• Proven ability to interact effectively with diverse populations including international students and senior faculty.

• Strong organizational skills and the ability to follow established university procedures.

Work Environment & Physical Demands:

• Job duties typically performed in an office environment.

• Physical demands may include lifting up to 20 lbs bending sitting driving.

• The employee is occasionally required to sit or stand for long periods.

This role is based entirely on-site at our Fremont campus. As this is a front-facing service position essential to campus operations remote work options are not available.

Salary Range: $25.00- $30.00 per hour depending on experience.

Application Process:

For full consideration please submit your completed application and a letter of interest that describes your experiences based on the stated responsibilities and your demonstrated commitment to diversity equity inclusion and social justice. Current CV/ resume.

This position description is not intended to cover or contain a comprehensive list of activities duties or responsibilities that are required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.

SFBU is an Equal Opportunity / Affirmative Action Employer: SFBU is committed to providing equal employment opportunities for all employees and applicants for employment. SFBU does not discriminate in employment opportunities or practices based on race color religion sex age national origin disability veteran status sexual orientation or any other characteristic protected by law.

In accordance with federal and state disability laws San Francisco Bay University provides reasonable accommodations to applicants with disabilities. If you require assistance during the application or interview process please contact SFBU Human Resources at