Receptionist

MAJOR ACCOUNTABILITIES

Receptionists serve as the first point of contact for the Joffrey Ballet as a whole, especially the Joffrey Academy of Dance. Receptionists are responsible for helping to maintain the smooth operation of Academy reception and front desk activities at the Exelon Education Center at Joffrey Tower and at the Joffrey’s South Loop Studios. Receptionists help ensure students, families, and all Joffrey guests are well-informed and attended to, and they assist the Academy team as needed to maintain successful program operations.

DUTIES AND RESPONSIBLITIES

include but are not limited to the following. Other duties and responsibilities may be assigned.

• Open and close Exelon Education Center and South Loop Studios in a timely and efficient manner.
• Check students in using appropriate software programs and procedures, and ensure they are directed to the correct studio and dressing rooms.
• Assist with accuracy and accessibility of daily schedules.
• Effectively communicate to ensure that the policies and procedures established by Joffrey and the Academy are upheld, maintaining smooth and consistent operations.
• Answer questions about general information, policies, events, and more, staying up to date on happenings within the Academy and the Joffrey Ballet.
• Always maintain positive, consistent customer service.
• Answer and respond to phone calls and emails, and listen to voicemails on the Academy line, Joffrey main line, and Attendance Hotline.
• Greet guests at Joffrey Tower and South Loop Studios and contact their staff liaison to meet them when appropriate.
• Appropriately prioritize immediate reception and front desk needs with any ongoing or one-time administrative support requested by the Academy team.
• Assist with data entry related to Academy needs.
• Help with paperwork tracking, including medical forms and waivers.
• Assist with scheduling as needed, such as trial classes, private lessons, physical therapy, studio rentals, and meeting requests.
• Process payments for Adult Open classes and other transactions, including private lessons, studio rentals, and sale of Joffrey merchandise; continuously demonstrate proficiency in financial transaction management.
• Respond directly to or help coordinate responses to student and parent inquiries and issues as needed.
• Respond to general first-aid needs, such as providing ice or serving as primary reactor to bodily fluid clean up before contacting additional cleaning services support; ensure Joffrey emergency procedures are carried out according to protocol.
• Help organize and track inventory of Joffrey merchandise.
• Work with the Director of Facilities on general needs and outside rentals.

• Demonstrate consistent involvement and a continuous dedication to expanding inclusivity, diversity, equity, and accessibility at the Joffrey.

• Other duties and responsibilities as assigned.

QUALIFICATIONS & REQUIREMENTS INCLUDE: 1-2 years of related customer service and administrative experience. Excellent verbal and written communication skills, as well as exceptional interpersonal skills. Strong attention to detail and excellent organizational skills. Proven ability to show good judgement and professionalism. Highly proficient with Microsoft 365, especially Outlook, Excel, and Word. Proficient with CRM systems, and a general aptitude for databases. Experience with point-of-sale systems a plus. Must have a solid commitment towards access, diversity, inclusion, and equity. Clear security background check required.

WORK SCHEDULE: Varies depending on coverage needs and availability of current reception team members. A single shift will typically be 3 – 8 hours per day. A consistent, regular schedule should be established and agreed upon each semester. Receptionists are required to substitute for one another when needed and to regularly communicate their availability. All receptionists may be required to work evenings and weekends, depending on coverage needs. All receptionists are expected to work at both studio locations. It is important to note that during semester-end Academy performances and during breaks between sessions, schedules may shift, extend, or pause.

Fall and Spring Semester coverage needs include:

• Monday – Friday, 8:30am – 9:45pm
• Saturday, 8am – 5:00pm
• Sunday, 8am – 4:45pm

Summer Semester coverage needs include:

• Monday – Friday, 8am – 9pm
• Saturday, 8am – 4:30pm
• Sunday, 8am – 3pm

APPLICABLE PHYSICAL CAPABILITIES: General mobility in office areas. Ability to operate data processing and other office equipment. Ability to lift up to 20 lbs. Prolonged periods sitting at a desk and working on a computer. Excellent written and verbal communication skills.