Front Office Desk Assistant

FRONT OFFICE DESK ASSISTANT
Oklahoma Wildcats Academy
Creating Exceptional First Impressions and Supporting Administrative Excellence

POSITION OVERVIEW
Oklahoma Wildcats Academy (OWA) seeks a professional and dedicated Front Office Desk Assistant to serve as the first point of contact for our organization. This role is essential in creating positive first impressions, managing front desk operations, and providing administrative support that advances OWA's mission. The Front Office Desk Assistant will work under the direction of the Executive Administrative Assistant to maintain a welcoming, efficient, and professional environment that reflects OWA's commitment to purpose-driven education.

THE OWA DIFFERENCE
Oklahoma Wildcats Academy provides a transformative post-graduate program for college freshmen, offering athletic development, entrepreneurship education, and academic advancement without starting the NCAA eligibility clock. Through our partnership with Voice Up, we've created an educational environment where every role including front desk support serves as a pathway to purpose fulfillment.

As we advance toward becoming a fully accredited Division I independent university, we're establishing new standards for organizational excellence where administrative systems reflect our commitment to purpose-driven education. The Front Office Desk Assistant plays a crucial role in this vision, ensuring that visitor experiences and daily operations reflect and reinforce our core mission.

CORE RESPONSIBILITIES

Reception Excellence
- Serve as the first point of contact for all visitors, providing a warm, professional welcome
- Manage front desk operations including phone system, visitor check-in, and mail distribution
- Direct visitors to appropriate staff members, meeting rooms, or campus locations
- Answer, screen, and route incoming calls with appropriate professionalism
- Process incoming and outgoing mail and packages
- Maintain organized, clean, and welcoming reception and waiting areas
- Create a positive first impression that reflects OWA's values and culture

Administrative Support
- Provide general administrative support to staff as directed by the Executive Administrative Assistant
- Assist with document preparation, filing, and data entry
- Coordinate meeting room reservations and set-up
- Process basic paperwork and forms according to established procedures
- Maintain inventory of office supplies and place orders as needed
- Assist with basic organization of files and records
- Support the preparation of materials for meetings and events

Information Management
- Maintain accurate visitor logs and notification systems
- Serve as an information resource for basic inquiries about OWA programs
- Update front office reference materials and informational documents
- Assist with data entry and basic record keeping
- Track and distribute incoming communications appropriately
- Maintain organized systems for frequently accessed information
- Support document management systems for front office operations

Communication Support
- Compose routine correspondence and emails as directed
- Assist with distribution of internal communications
- Prepare and distribute basic informational materials
- Support preparation of presentation materials when needed
- Maintain current contact information for key stakeholders
- Relay messages accurately and promptly
- Assist with basic updates to printed materials and digital information

Operational Support
- Follow established front office protocols and procedures
- Support implementation of administrative systems
- Assist with coordination of small meetings and events
- Perform basic troubleshooting for office equipment
- Help maintain organized storage areas and common spaces
- Support efficient office workflows and procedures
- Assist with routine facilities issues and service requests

PROFESSIONAL APPROACH
The ideal candidate will embody and advance the following principles:

Professional Presence
- Maintain a consistently professional, welcoming demeanor
- Present a neat, appropriate appearance aligned with organizational standards
- Demonstrate poise and composure in high-pressure situations
- Represent OWA values in all interactions
- Manage confidential information with appropriate discretion
- Maintain appropriate boundaries and professionalism in all relationships
- Create a sense of welcome and belonging for all visitors

Organizational Effectiveness
- Manage multiple priorities with attention to detail
- Follow through on commitments reliably
- Maintain organized front desk systems and processes
- Prepare thoroughly for daily responsibilities
- Track and manage routine tasks efficiently
- Adapt quickly to changing priorities and needs
- Maintain accurate records and information

Communication Skills
- Communicate clearly and professionally in writing and conversation
- Listen actively to understand visitor and staff needs
- Adjust communication style to diverse audiences
- Document information accurately and thoroughly
- Relay messages completely and precisely
- Ask appropriate clarifying questions when needed
- Provide information in a helpful, accessible manner

Service Excellence
- Anticipate and respond to visitor and staff needs
- Take initiative to resolve issues within scope of responsibility
- Create positive experiences through attention to detail
- Follow up to ensure satisfaction and completion
- Demonstrate patience and helpfulness in all interactions
- Go beyond basic expectations to create exceptional experiences
- Maintain a positive, solutions-oriented approach

QUALIFICATIONS

Required
- High school diploma or equivalent required; Associate's degree preferred
- 1+ years of experience in reception, customer service, or administrative support
- Proficiency with Microsoft Office suite (Word, Excel, Outlook)
- Excellent verbal and written communication skills
- Strong attention to detail and organizational abilities
- Professional telephone manner and interpersonal skills
- Ability to maintain confidentiality and exercise good judgment

Preferred
- Experience in an educational or athletic organization
- Knowledge of basic office equipment and troubleshooting
- Familiarity with visitor management or scheduling systems
- Background in student services or higher education
- Experience with event or meeting coordination
- Understanding of front office operations and protocols
- Customer service experience in a professional setting

APPOINTMENT DETAILS
- Status: Full-time, 10-month appointment
- Location: On-campus at OWA
- Housing: On-campus housing available if desired as part of compensation package
- Compensation:
- $18,000 to $22,000 annual base salary
- Housing and meals available if desired (valued at $15,000-$20,000)
- Performance bonuses based on service excellence measures
- Family tuition benefits
- Benefits Package (50% employer/50% employee cost-sharing):
- Comprehensive health insurance (medical, dental, vision)
- Short-term and long-term disability coverage
- Life insurance (1x annual salary)
- Retirement plan with 5% employer matching after six-month probationary period
- Mental health and wellness services
- Prescription drug coverage
- Flexible spending account options
- Paid parental leave (4 weeks)
- Supplemental insurance options (accident, critical illness, etc.)
- 24/7 telehealth services
- Employee assistance program
- Additional Benefits (Fully Covered by OWA):
- Professional liability insurance
- Workers' compensation
- Unemployment insurance
- On-site fitness facility access
- Staff development opportunities
- Work Schedule: Standard business hours with occasional evening or weekend support for special events

PROFESSIONAL GROWTH OPPORTUNITY
As the Front Office Desk Assistant for OWA, you will have unique opportunities to:
- Develop professional skills in a dynamic educational environment
- Learn about higher education administration and athletic programs
- Build relationships with diverse stakeholders across athletics and education
- Contribute to the growth of an innovative educational institution
- Gain experience in administrative support and front office management
- Participate in the transformation of post-graduate education
- Grow professionally as the organization advances toward university status

APPLICATION PROCESS
Submit the following to
1. Cover letter addressing:
- Your customer service philosophy and approach
- Your experience in reception or administrative support roles
- Your interest in supporting a purpose-driven educational organization
2. Resume detailing relevant experience and skills

Application Deadline: Rolling review until position is filled

Oklahoma Wildcats Academy is pioneering a new model of higher education through athletic excellence, entrepreneurial mindset, and purpose discovery. Through our innovative "ghost year" program, we're helping college freshmen connect to their purpose and prepare for success at their next institution and throughout life.

Oklahoma Wildcats Academy is an Equal Opportunity Employer committed to building a diverse staff that reflects our community. We strongly encourage applications from underrepresented groups in administrative roles.