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The Receptionist is the JI’s friendly ambassador to customers, partners, leadership, and more. This role ensures smooth function of the JI office, including answering phones, tending to VIP guests, providing administrative support to executive leadership, and responsibility for maintaining office equipment, facility access, mail, and other duties as-needed.

Why the Jacobs Institute?

The Jacobs Institute (JI) is a non-profit 501(c)(3) organization whose mission is to drive next generation technologies in vascular medicine through the collisions of clinicians, researchers, industry, and entrepreneurs. Our vision is that the Jacobs Institute’s medical innovation improves healthcare outcomes and results in economic development in Western New York.

Working at the Jacobs Institute means you will be able to work with passionate and creative people. On a given day, you may interact with JI Board members, welcome medical device company leaders, support the Leadership Team, and make sure one of our clinical programs is a success.

Why this role is important at the Jacobs Institute?

The JI’s continued growth means our office is bustling with programs and guests. The JI seeks a go-getter to assist in managing the office and supporting the JI Leadership Team.

Key Responsibilities:

1. Opens office each business day. Ensure the front office is neat and presentable.
2. Responsible for maintaining and monitoring all activity in the front portion of the facility including the lobby & café.
3. Offer incoming guests a warm welcome: offering to hang coats, escort them to appropriate location and offer beverages.
4. Front desk reception responsibilities including but not limited to directing incoming calls.
5. Assist with courtesy reminder calls for following day’s appointments, mailings, data entry and other administrative duties as required by the Leadership Team.
6. Coordinate meeting schedules. Assist Leadership Team with appointments and scheduling.
7. Scheduling, meeting set-up, and coordination of catering for conferences and meetings.
8. Responsible for documentation review, uploading and data entry in all systems.
9. Schedule Board of Director Meetings.
10. Completion of internal filing generated by all departments.
11. Prepare shipping packages. Mail pick up and drop off, distribution and fax dissemination.
12. Manage building access key cards (adds/changes/deletes) including periodic verification and monthly update to facilities management company.
13. Maintain shared office equipment (printers, copiers, scanners, postage meter, etc.) in coordination with IT and outside vendors.
14. Other project work and assignments as required.

Qualifications:

1. Education: High School Diploma (or GED) required. Associates Degree or equivalent college courses preferred.
2. Experience: Minimum 2 + years of receptionist and office experience required.

Schedule:

This is a part-time position with flexible hours to set a recurring schedule each semester. The expected commitment is up to 30 hours per week (negotiable).

Application instructions:

Interested candidates are invited to submit their resume, cover letter, and references to cflick@jacobsinstitute.org. Please include "Receptionist" in the subject line.

This job description outlines the general nature and key features of the Receptionist role. It is not intended to be an exhaustive list of all responsibilities, duties and skills required.

The Jacobs Institute, Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.