Greeter and Visitor Experience Coordinator - Saint Paul Minnesota

Company: University of Minnesota
Location: Saint Paul, Minnesota
Posted On: 04/26/2024

Apply for JobJob ID360608
LocationTwin Cities
Job FamilyLR-Clerical
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code1826
Employee ClassAFSCME Unit 6 - Clerical
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About the Job


The Greeter and Visitor Experience Coordinator for the Masonic Institute for the Developing Brain (MIDB) is the lead visitor-facing role for the facility. This individual will coordinate the visitor experience for the facility's patients, research participants, families, and other guests to the MIDB. To ensure a positive experience for all who come to the MIDB, this individual will help people navigate the facility and communicate the full extent of the MIDB's programmatic offerings. This role is a fully on-site position.

Job Duties/Responsibilities
Visitor Relations - 65%

• Greet visitors as soon as they enter, create a welcoming environment and compassionate experience, and continue engagement during their entire visit.
• Determine visitor's needs and direct them to the proper area within the facility.
• Provide visitors with support and guidance as needed.
• Provide visitors with a detailed orientation of the facility including, outlining added value programs within the facility.
• Comfort visitors by anticipating their anxieties and answering questions.
• Ensures consistent coverage of the reception desk during business hours.
• Manage the display and supply of outdoor playground and sports equipment.
• Obtain daily schedules from departments to aid in guiding visitors to the appropriate location within the facility.
• Act as an ambassador of the clinical care, research, education, and outreach programs happening at the MIDB.
• Serve as the facility information source, answering and triaging phone calls and responding to email inquiries.
• Provide clear, basic and accurate information in-person and via phone and email.
• Liaise with the other reception desks in the facility to ensure visitors and staff receive exceptional and consistent service.
• Maintain confidentiality for patients, research participants, and other visitors.
• Report any outdated or inaccurate visual marketing, signage, digital media and collaborate with appropriate departments to update.Administrative Support & Building Operations - 30%
  • Provide administrative support to MIDB Leadership.
  • Prepare and edit complex and confidential correspondence, communications, presentations and other documents.
  • Handle confidential material, including exercising discretion when responding to inquiries.
  • Assist and support meetings by scheduling, communicating agendas and preparing documents.
  • Manage email communications related to the MIDB initiatives.
  • Manage MIDB email listservs.
  • Coordinate and support MIDB-sponsored events in the facility.
  • Create and distribute fliers for related MIDB conferences and events.
  • Receive, sort and distribute daily mail and deliveries.
  • Maintain inventory and equipment by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
  • Identify problems and make recommendations for improvement.
  • Ensure building access for employees.
  • Coordinate building and equipment maintenance.
  • Implement any needed safety and security procedures in accordance with the Building Emergency Plan and in collaboration with other guest relations personnel, including coordination of evacuation scenarios and using the intercom to announce safety situations.Other - 5%
    • Other duties as assigned.
      Qualifications
      
      
      All required qualifications must be documented in application materials.Required Qualifications
      • High School Diploma/GED and two (2) years of related office and administrative experience. Training/education may be substituted for some of the years of experience.
      • Demonstrated ability and a commitment to provide excellent customer service.
      • Experience with calendar and meeting management.
      • Effective communication skills.Desired Qualifications
        • Proven work experience as a Receptionist, Front Office Representative, or similar role.
        • Experience working with children, background in child development, and/or interest in child development.
        • Passionate about healthcare excellence and delivering exceptional customer service.
        • Ability to work well with diverse populations.
        • Experience working in a higher education and/or healthcare/clinic setting.
        • Experience supporting multiple professionals and interacting with a wide range of people (e.g., executive leaders, faculty, staff, and vendors).
        • Ability to be resourceful and proactive when issues and/or emergencies arise.
        • Proven ability in Google Calendar (or similar scheduling software).
        • Innovative thinker with strong conceptual and problem-solving skills.
        • Bilingual speaker.
        • Proficiency using Microsoft Office (Word, Excel and PowerPoint).
          About the Department
          
          
          The Masonic Institute for the Developing Brain (MIDB) is dedicated to fostering the healthy brain function of children across the lifespan with the mission to set and maintain a healthy trajectory for all children toward positive life outcomes through early neurobehavioral and mental health assessment, innovative targeted interventions, informed policy-making, compassionate child-advocacy, and community education. The MIDB's mission of basic and clinical research in the field of neurobehavioral development is supported by its Neuroimaging core, which fosters collaborations within departments at the University of Minnesota and across institutions to build teams with the highest possible degree of expertise.
          Benefits
          
          
          Working at the UniversityAt the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.The University also offers a comprehensive benefits package that includes:
          • Competitive wages, paid holidays, and generous time off
          • Continuous learning opportunities through professional training and degree-seeking programs supported by the
          • Low-cost medical, dental, and pharmacy plans
          • Healthcare and dependent care flexible spending accounts
          • University HSA contributions
          • Disability and employer-paid life insurance
          • Employee wellbeing program
          • Excellent retirement plans with employer contribution
          • Public Service Loan Forgiveness (PSLF)
          • Financial counseling services
          • Employee Assistance Program with eight sessions of counseling at no costPlease visit the for more information regarding benefits.
            How To Apply
            
            
            Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.
            Diversity
            
            
            The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:
            Employment Requirements
            
            
            Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
            About the U of M
            
            
            The University of Minnesota, Twin Cities (UMTC)The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
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