UPDATE: Due to the high volume of interest, we are no longer accepting applications as of 6/11.
Job Title: Front Desk & Member Engagement Associate
Job Status: Full-Time
FLSA Status: Exempt
Reports to: Executive Director
The Athenaeum of Philadelphia, a member-supported library, research center and learning community located in a National Historic Landmark on Washington Square, seeks a customer service focused Front Desk & Member Engagement Associate to join our team and ensure a welcoming threshold experience for all members and visitors. We are dedicated to being a vital cultural resource in Greater Philadelphia, hosting speaker series, reading and discussion groups, arts and architecture-focused exhibits, intimate concerts, films and more.
Why join us:
As Front Desk & Member Engagement Associate at The Athenaeum, you will be part of a collaborative, strategic, and forward-thinking environment. You will work closely with staff for an exciting organization with high member satisfaction and increasing “buzz.”
The Front Desk & Member Engagement Associate is a Full-Time position that reports to the Executive Director. As the first line of welcome to members, visitors and potential members at a busy membership library, the Associate provides front desk hospitality, member services and staff support during our weekday hours. The Associate may also help other staff to support evening programs and may coordinate hours with the Extended Hour Front Desk Assistant.
Responsibilities of this position include but are not limited to:
Hospitality:
- Maintain a clean and pleasant area in the Member Lounge
- Set up coffee/tea service in the morning and make new coffee as needed, and clean up at end of shift
- Physically maintain organization of lounge periodicals and other ephemera
- Greet all Athenaeum visitors with courtesy and professionalism, and direct them accordingly
- For new and prospective members, provide a brief introduction to the institution’s history and spaces, and describe member benefits
- Provide customer service via phone, including answering member questions, directing calls, and taking phone messages
- Check out books and magazines for members
- Provide members with day use locks to the basement lockers as requested
- Process membership payments and sign members up for programs if requested
Administrative Assistance:
- Record and input daily attendance numbers and event registration numbers regularly.
- Manage and record cash payments
- Inventory and order office and kitchen supplies as needed
- Manage both outgoing and incoming mail, including scanning and mail distribution by department
- Submit invoices and receipts to Accounting and other departments as needed, and collaborate in estimating yearly Administrative budget according to template
- Process incoming periodicals using EBSCOnet, and collaborate with Library staff in determining yearly magazine subscriptions
- Manage the ordering of print collateral across vendors and for all Athenaeum departments. Collateral includes staff business cards, informational brochures, bookmarks, coasters, address labels, etc.
- Design occasional print collateral and digital assets using Canva or Indesign
- Update member contact information as needed in Constant Contact and Donor Perfect
- Create and manage special display shelves in the lounge (two) in collaboration with Library staff
- Schedule member reservations of the Conference Room via the Internal Athenaeum Google Calendar, including clarifying Conference Room usage policies, and sending and receiving use agreement forms at the time of reservation.
- In the case of holiday and other closures, update the Athenaeum’s website, create and post paper signage, and change the outgoing phone message to alert members and visitors
- Update the Staff page of the Athenaeum website as-needed with accurate staff and intern titles, bios and photos
- Update the Front Desk Manual as-needed to ensure up-to-date record keeping of operating procedures
- Manage the Front Desk Google Calendar to ensure adequate coverage during lunch breaks and staff vacations
Programs Assistance:
- Assist the Director of Programs in managing registration lists as-needed, including checking registrants in for events, updating web-based registration, and processing payments and refunds
- Monitor the Events email inbox to provide general customer service to members and event registrants
- Check in registrants for docent-led tours and assist the Director of Programs in scheduling and communicating with volunteer docents
- Assist Director of Programs in drafting and updating event pages on the Athenaeum website as-needed
Safety Protocols:
- Monitor security cameras and be comfortable implementing Athenaeum emergency plans
- Screen visitors entering through the ADA entrance, and assist members with disabilities as needed
- Maintain the security of front-desk lockboxes, including key and cash boxes
Other:
- Attend staff meetings virtually or in person (every other Wednesday at 9 am)
- Participate in problem-solving and planning with staff to ensure the best experience for everyone who comes through The Athenaeum’s door
Required Qualifications
- Excellent communication skills.
- Professional, friendly, and courteous. Ability to keep cool under stress.
- Strong interest in the arts, culture and history.
- Computer skills: working knowledge of Google Workspace, Microsoft Office Suite and Canva preferred.
- Some college and customer service experience is preferred.
Job Details
Salary Range: $47,000 - $50,000, depending on experience
Benefits: The Athenaeum offers competitive benefits, including health, dental, and vision insurance; disability and life insurance; employer contribution to 401k plan after 2 years; generous PTO; and paid holidays.
Commitment: typical schedule is Monday-Friday 8:45am - 5pm, extended hours vary as needed
Location: The Athenaeum is located at 219 S. 6th St, in Philadelphia.
