Front Desk Representative

  • Job Type: Administrative/Clerical
  • Job Status: Open
  • Date Posted: Oct 31, 2018
  • Campus: San Mateo
  • Location: San Mateo
  • Start Date: TBD
  • Duration: TBD

Job Description

Gurnick Academy of Medical Arts is a leading Bay Area private healthcare college offering an extensive variety of nursing and allied healthcare programs such as: Vocational Nurse, Psychiatric Technician and Bachelor of Science in Nursing (RN to BSN pathway) as well as Nursing Assistant, Medical Assistant, Dental Assistant and Phlebotomy Technician and healthcare programs: Associate of Science in Physical Therapist Assistant, Ultrasound Technology, MRI, Radiologic Technology, and Bachelor of Science in Diagnostic Medical Imaging.

We are currently seeking a Front Desk Representative for our campus in San Mateo, CA.

The Front Desk Representative [FDR] is the initial interface for potential students and is important to the overall image of the campus (professionalism, credibility, etc.). Initial questions are answered and determinations are made by the FDR to properly screen and direct calls whether they are prospective students, clinical sites, partners, vendors, employees, or active students. The FDR will answer basic questions and screen initial callers to ensure they understand program requirements and then enter their information into the GE. Those people not initially ready to explore an education with Gurnick will be placed in the lead pipeline for "parallel path activities (lead nurturing) — invites to future events / seminars, educational newsletters, etc. It is critical that any promises / commitments made for information are noted in the GE's "to do list and followed through on in a timely way.

 Essential Job Duties and Responsibilities

  • Take messages and notes for faculty and operational staff
  • Receive calls from people interested in Gurnick programs and inform them of minimum entrance requirements for the program
  • Schedule admissions appointments for those people who meet minimum requirements
  • Enter everyone who inquires about the program and as much information about their current situation into the CRM for parallel path activities
  • Proctor and scoring of entrance exams (not to interpret or deliver results – FAA is responsible for this)
  • Order office supplies for campus which will be approved by Campus Administrative Manager
  • Maintain student break room supplies and coffee
  • Check out library materials in the library log
  • Update Admissions and Financial Aid calendars as required (call in changes and reschedules)
  • Aid Campus Director / Campus Administrative Manager in maintaining campus equipment and facilities
  • Back up AA for school tours
  • Proctoring HESI and NHA exams if requested by Campus Director / Campus
  • Order medical scrubs, supplies, etc. as directed by the Program Coordinator / Associate Program Director
  • Receive payments from students and provide receipts — give to Campus Director / Campus Administrative Manager
  • Direct students to SSC or Registrar for transcript requests or other programmatic forms, etc.
  • Copy all certificates, diplomas, etc. submitted by prospective students for the FAA or AA if they are not available to receive directly
  • Update GEGI after entrance exam appointments have been met and call to reschedule any missed appointments. This includes the management of callbacks to prospective students to schedule / reschedule appointments
  • Distribute pre-requisite and core program textbooks as required
  • Prepare and participate in Campus Staff meetings as directed by the Campus Director
  • Participate in scheduled evaluation and goal setting meetings with direct manager
  • Ensure that GAMA student records / files comply with accreditation and governmental agencies rules and policies (including, but not limited to — ABHES, BVNPT, ARMRIT, JRCERT, JRC-DMS, DOE, etc.

Performance Measures

To the degree that:

  • Visitors to the campus are greeted professionally and directed in an efficient manner
  • Prospective students are given excellent customer service and accurate information on the program
  • Leads are efficiently and accurately entered into the GEGI
  • Follow up reminders are managed and completed in a timely way (reminders should not be more than 7 days old and email inquiries are called within 1 business hour or less)
  • Admissions and Financial Aid calendars are updated in a timely way (if requested by the AA and FAA)
  • Processes and procedures are accurately followed
  • Personal evaluations and goal setting are worked on and updated as per the meeting with their direct report


    • High School Diploma
    • One year experience in administrative or related field
    • One year experience in customer service

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