Office Assistant, Information Desk/Switchboard Operator

Position Summary & Essential Duties

Summary:
Under the general supervision of the Executive Director, Marketing, Strategic Communication, and Community Outreach, this role collaborates on and supports marketing and outreach strategic initiatives of the college. The incumbent must have a passion and enthusiasm for Temple College and a readiness to convey that excitement to students and visitors who call or email for information and assistance. This incumbent will be the first point of contact by phone, email, and/or in person, greeting visitors and responding to stakeholders’ requests. The Office Assistant, Information Desk/Switchboard Operator must respond to inquiries regarding admission, academics, sports, social life, housing, and other areas. The incumbent must possess a strong understanding of contemporary customer service responsibilities.

Qualifications (Required and Preferred)

High School Diploma or GED equivalency and two (2) years of full-time, directly related work experience.

PREFERRED:
Two (2) years of directly related work switchboard or receptionist experience.

Job Duties and Responsibilities

The incumbent will:

• Operate college switchboard and provide courteous and professional assistance to callers.
• Transfer incoming, outgoing, and/or interoffice calls to appropriate areas or contact persons.
• Greet all visitors in a friendly and professional manner and provide general assistance.
• Direct visitors to the appropriate destination.
• Check campus calendars daily to keep abreast of all meetings/events.
• May be asked to perform light office duties.
• Perform job-related duties as assigned.
• Respond to email inquiries with courteous, professional replies and forward messages to other departments as needed.
• Assist with website content, including updating pages, adding events to the website calendar, and adding or removing employees from the online directory.
• Assist with remediating PDF documents to meet WCAG 2.1 AA accessibility standards and posting them to the website.

Professional Standards and Workplace Expectations

• Communicate respectfully, constructively, and supportively with co-workers, faculty, staff, students, and visitors across all forms of communication.
• Demonstrate commitment to the team by practicing punctuality, respecting deadlines, engaging in collaborative problem-solving, and maintaining honest communication.
• Build trusting workplace relationships by acting with integrity, courtesy, and professional responsibility, even during demanding production schedules.
• Proactively maintain technical proficiency by participating in approved training opportunities, reading job-related materials, and collaborating with peers.
• Meet all required standards of confidentiality. Maintain clean, organized, and safe work areas.
• Present a clean, professional appearance suitable for an educational environment with frequent students and community interaction, adhering to all safety wear standards.
• As a Temple College Employee, actively support the Caring Campus initiative by engaging in student-centered behavior commitments, providing responsive and accurate assistance to all internal and external community members, and embracing our core values of Excellence, Integrity, Community, and Respect.

Knowledge Skills and Abilities & Physical Demands

Knowledge:

• Knowledge and experience as a switchboard operator.

Abilities:

• The individual must be outgoing and friendly, helpful and proactive, and enjoy working with people.
• Must be dependable and able to work independently and efficiently under pressure.
• Must work well in a team environment.
• Must be dependable and able to work independently and efficiently under pressure.
• Must work well in a team environment.
• Professional appearance and telephone manners are required.
• Must be adaptable and willing to learn new processes, software, and technology as the needs of the position evolve.

Skills:

• Must have excellent interpersonal and oral communication skills.
• Proficient with standard office technology, including email, word processing, and web-based applications, with the ability to learn and apply new software and systems.

PHYSICAL EFFORT:
Light physical activity is required with occasional lifting of objects up to 15 pounds.

WORKING CONDITIONS:
Work is normally performed in an interior/office work environment.

WORK SCHEDULE:
Monday-Thursday : 8 am to 6 pm with a one hour lunch break.
Friday : 8 am to 12 pm

Summer hours:
Monday-Thursday : 7:30 am to 6 pm with a half-hour lunch break

This is an on-site position. Essential duties must be performed in person during prescribed work hours.

HOURS REQUIRED PER WEEK:
40

TRS/ORP:
TRS Only

SUPERVISORY DUTIES:
N/A

REPORTS TO:
Temple College Executive Director- Marketing, Strategic Communications & Community Outreach.

The following duties and responsibilities, Knowledge, Skills and Abilities (KSA’s), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties and responsibilities, KSA’s, and physical requirements required of this position, since changes to the position may occur at any time or additional requirements may be added over the course of time.

• MEDICAL:
  Eligible full-time employees can choose from the following medical programs which begin the first day of the month following the 60th day of employment:
  • HealthSelect of Texas "Blue Cross Blue Shield" (PPO)
  • Consumer Directed HealthSelect "Blue Cross Blue Shield (HSA)

• OPTIONAL BENEFITS:

Optional benefits are employee paid but are offered at very competitive rates.

ANNUAL AND SICK LEAVE ACCRUALS

• ANNUAL LEAVE ACCRUALS:

• Years of Service: 0 through 5
  • Accrual Rate (Maximum Accrual Hours per Month) = 8
  • Accrual Rate (Maximum Accrual Hours per Year) = 96
• Years of Service: 6 through 10
  • Accrual Rate (Maximum Accrual Hours per Month) =10
  • Accrual Rate (Maximum Accrual Hours per Year) =120
• Years of Service: 10 plus years
  • Accrual Rate (Maximum Accrual Hours per Month) =12
  • Accrual Rate (Maximum Accrual Hours per Year) =144

Annual leave may be accrued up to a limit of 240 hours with special provisions allowing for annual accruals above that limit. Faculty with contracts less than 12 months do not accrue Annual Leave but are provided with 20 hours of personal time per fiscal year.

• SICK LEAVE ACCRUALS:

• HOLIDAYS: Recognized college holidays, in addition to Annual and Sick leave accruals, include Labor Day, Thanksgiving Break, Winter Break, Martin Luther King Day, Spring Break, Good Friday, Memorial Day and Independence Day.
• PAYROLL: Employees are paid by direct deposit through the last working day of the month. Actual deposits are paid on the last working business day of the month. All benefit deductions are taken at that time.
• RETIREMENT: Temple College is one of the few community colleges in the state of Texas to be permitted Federal Social Security deductions. Temple College is a Section 218 employer.

• Contribution:
  • Member: Teacher Retirement System (TRS) = 8.0% of annual salary
  • Employer: Teacher Retirement System (TRS) = 7.75% of member's annual salary
• Contribution:
  • Member: Optional Retirement Program (ORP) = 6.65 % of annual salary
  • Employer: Optional Retirement Program (ORP) = 6.6% of annual salary
  • Social Security/Medicare Member: = 7.65%

• MISCELLANEOUS LEAVE: Family and Medical Leave (FMLA), Jury Duty, Bereavement, Deteriorating weather, and Military training.
• WORKERS COMPENSATION: If an employee is injured on the job, Temple College, through its Worker Compensation Program, pays all authorized hospital, nursing, and physician's fees. Additional benefits may be available.
• HOURS OF OPERATION:
  • Regular Schedule:
    • Monday - Thursday: 8:00 a.m. – 6:00 p.m.
    • Friday: 8:00 a.m. – 12:00 p.m.
  • Summer Schedule:
    • Monday - Thursday: 7:30 a.m. - 6:00 p.m.