Catholic Charities of Madison
  • Madison, WI, USA
  • Part Time

Under the direction of the Program Director of The Beacon, the Reception Coordinator serves as the primary day-to-day guest and staff support at The Beacon. The Reception Coordinator represents the "face of The Beacon," being the first person with whom both internal and external customers come in contact with, in person, over the phone and via e-mail. The Reception Coordinator is the "go-to person" in all matters pertaining to the efficient administrative operations of The Beacon. This position works every weekend both Saturday and Sunday. 

Principal Accountabilities

Client Services

  1. Oversees the daily sign-ins of all internal and external customers entering The Beacon and utilizes volunteers to assist in guiding guests to the area of The Beacon they need.
  2. Builds and maintains trusting, respectful relationships with guests, volunteers, and service providers, fostering a professional, warm, and welcoming atmosphere throughout The Beacon.
  3. Continually monitors the whereabouts of guests via security camera system, making sure they are where they need to be.
  4. Acts as the first line of security, recognizing difficult situations before they escalate and intervening or alerting security as warranted.
  5. Monitors laundry and shower services for guests.
  6. Provides Guest Services and Family Room staff support with guests by performing intake interviews, entering guests in HMIS, and making referrals to partner agencies.

Administration and Support

  1. Manages all things essential to efficient office operations including reception coverage and phone calls, administrative support, supply maintenance, shared service area maintenance, and mail processing.
  2. Secures proper upkeep and maintenance of all equipment and inventory in shared service area.
  3. Provides basic clerical assistance to the professional staff including but not limited to document preparation, copying, filing, mailing preparation, activity logs and records, and relaying messages from outside callers.
  4. Compiles monthly and cumulative statistics of attendance of guests, visitors, volunteers, service providers, and referrals to services using daily sign-ins and tallies.
  5. Ensures the cleanliness of the building through supervision of the janitor, and through oversight of guest responsibilities in this effort.

Qualifications

Education

  • 2-4 years in administrative setting.
  • Experience with homeless population or another vulnerable population a plus.

 

Skills

  • Friendly, welcoming, empathic, tolerant, trustworthy.
  • Ability to multi-task.
  • Detail-oriented and well-organized.
  • Able to think critically and respond calmly in difficult situations.
  • Computer and database skills, specific training and/experience with current technology (e.g., Word, Excel, PowerPoint).
  • Ability to apply Trauma Informed Care techniques when work with guests.
  • Ability to work in a fast-paced, noisy environment.
Catholic Charities of Madison
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