EPIP
The John D. and Catherine T. MacArthur Foundation supports creative people, effective institutions, and influential networks building a more just, verdant, and peaceful world. MacArthur is placing a few big bets that truly significant progress is possible on some of the world’s most pressing social challenges, includingover-incarceration ,global climate change ,nuclear risk , and significantly increasingfinancial capital for the social sector . In addition to theMacArthur Fellows Program , the Foundation continues its historic commitments to the role ofjournalism in a responsible and responsive democracy, as well as the strength and vitality of our headquarters city,Chicago .
MacArthur is one of the nation's largest independent foundations. Organizations supported by the Foundation work in about 50 countries. In addition to Chicago, MacArthur has offices inIndia ,Mexico , andNigeria .
Summary The Administrative Services team plans, manages, coordinates, and directs support services to ensure the success of the day-to-day operations of the Foundation and the Marquette Building. This customer service- and detail-oriented team provides a high level of support and seeks creative and effective programs, services, and solutions that foster a supportive, well-run, and efficient working environment.
Under the general supervision of the Manager, Administrative Services, the Receptionist works closely with the Office of the Building staff to coordinate requests and process requests in WorkSpeed. The Receptionist answers all incoming calls and greets all incoming guests. He/She is responsible for keeping the 12 th Floor reception and conference rooms neat, reserving conference rooms for all staff meetings and canceling reservations in Condeco as needed. He/She constantly monitors all incoming emails specific to 911 calls and understands how to handle an emergency and Bluepoint devices.
Essential Duties and Responsibilities
Reserve conference rooms for staff meetings
Answer incoming calls that include office of the building promptly and efficiently
Greet and announce all incoming guests
Perform general maintenance of the reception area
Fulfill staff requests and ensure completion in Workspeed
Process invoices
Process expenses for Manager, Administrative Services
Log Certificate of Insurance
Update weekly Team time off schedule
Assist with mailings or other staffing requests as approved by Manager, Administrative Services
Sort and distribute generic mail to appropriate program/department
Assist with ordering office supplies, as needed
Receive and distribute special courier packages promptly
Always aware of his/her surroundings and is aware of people coming and going from all elevators
Diverts all freight deliveries to the 10 th Floor
Perform other duties as assigned
Qualifications
High School diploma and previous experience managing a reception phone system
Strong customer service skills are a must
Excellent interpersonal and organizational skills
Prompt and consistent attendance is necessary for this role
Must be flexible
Proficient in Word, Excel, and Outlook
Workspeed (Office of the Building work order system)
Physical Requirements and Work Environment :
The work environment is an office setting. Daily, intermittent physical activities will include bending, reaching, sitting, and walking during working hours. Individual must be physically able to respond to emergency situations, including immediate evacuation of the suite and building. Procedures will require use of stairs. Reasonable accommodations may be made to enable a person with physical disabilities to perform the job.
To Apply Please follow instructions online at our website .
The position is based in Chicago, Illinois.
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