Assistant Office Administrator Arizona Culinary Institute

Position Summary

Arizona Culinary Institute is seeking a highly organized, customer-focused Office Administrator to serve as the central communication and administrative support hub for Admissions, Financial Aid, and campus operations. This position acts as a key point of contact for prospective students, current students, faculty, staff, and visitors while supporting seamless communication between departments.

The Office Administrator will provide basic information regarding admissions and financial aid processes, coordinates appointments and follow-up communications, maintains accurate records in the school’s student database, supporting multiple administrative functions across the institution.

Essential Duties and Responsibilities

Front Desk and Customer Service

• Greet visitors, students, vendors, and guests in a professional and welcoming manner.
• Answer and direct incoming phone calls, emails, and inquiries.
• Check in guests for campus tours, meetings, and special events.
• Maintain a professional appearance and positive representation of the institution at all times.

Admissions and Financial Aid Coordination

• Provide approved, high-level information regarding admissions and financial aid processes using established scripts and guidelines.
• Schedule appointments and follow-up calls for Admissions and Financial Aid staff.
• Serve as the communication coordinator when staff members are unavailable.
• Obtain student contact information and preferred callback times.
• Schedule appointments in Outlook and send confirmations via email or text when appropriate.
• Ensure prospective students receive timely follow-up and exceptional customer service.

Communication Continuity Protocol

To maintain continuity and accountability between Admissions and Financial Aid staff calls are routed through the Office Administrator, who will:

• Assist with basic questions within approved guidelines.
• Gather relevant information from the student.
• Schedule a callback appointment.
• Document the interaction in the school’s student database.
• Notify the appropriate staff member of the scheduled follow-up.

This process applies equally between Admissions and Financial Aid departments.

The Office Administrator may:

• Answer basic admissions and financial aid process questions.
• Schedule appointments and callbacks.
• Confirm receipt of documents.
• Provide general institutional information.
• Document interactions and maintain records.

Questions beyond approved guidelines must be referred to the appropriate Admissions or Financial Aid representative.

Administrative Support

• Assist the Office Manager with daily administrative operations.
• Assemble financial aid folders, student handbooks, and other materials.
• Print and prepare business cards and institutional documents.
• Complete special projects and general office duties as assigned.

Restaurant Reservation Management

• Receive and manage reservations for the student-run restaurant.
• Respond to reservation inquiries and communicate information to restaurant personnel as needed.

Student Supply Room Management

• Maintain organization and cleanliness of the student supply room.
• Monitor inventory levels and conduct monthly inventory counts.
• Report shortages and supply needs to management.

Accounting Support

• Scan, organize, and file invoices for the school’s Financial Controller.
• Accepts student payments and processes through the student database

Documentation and Record Management

• Maintain detailed, accurate, and timely notes in the schools’ student database for all student interactions.
• Document communications, appointments, referrals, and follow-up activities.
• Ensure records support continuity between departments and staff members.

Qualifications

• High school diploma or equivalent required, some college preferred.
• Previous receptionist, administrative support, or customer service experience preferred.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Ability to learn student information systems and administrative software.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and professionalism.
• Dependable attendance and punctuality.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry materials up to 25 pounds.
• Ability to operate standard office equipment.

Work Environment

This position operates in a professional educational environment with frequent interaction among students, faculty, staff, prospective students, and visitors. The successful candidate will demonstrate professionalism, flexibility, teamwork, and a commitment to providing exceptional service while supporting the mission of Arizona Culinary Institute.

Pay: $21.00 - $24.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person