Under the general direction of the Director of Admission, the full-time Administrative Assistant position is effective July 1, 2024.

This position is responsible for managing the admission phone and email providing excellent customer service and finding answers to a variety of questions.

This position is responsible for administrative functions of the Vice President for Enrollment Management, and handles the separating and distributing of mail and signed documents.

This position requires strong organizational skills and a pleasant demeanor. The Administrative Assistant must have a deep commitment to customer service and understand the importance of their role in the successful recruitment and retention of prospective students.

Essential Duties include the following. Other duties may be assigned.

General Admission Administrative Duties (80%)

• Answer main admission phone line ensuring backup support for this and other admission phone lines during regular business hours, providing appropriate information to customers’ when possible and taking accurate messages and transferring calls as needed;
• Become familiar with issues that impact campus visitors, g., parking, wi-fi and phone reception, counselor interviews, meetings with recruited athletes, etc.;
• Manage the main admission email inbox daily, answering questions as appropriate and forwarding messages to others when necessary;
• Participate in regular admission and enrollment division meetings and assist with daily office functions as necessary;
• Assist in distributing mail and paperwork for the Enrollment Management division;
• Assist in ordering marketing materials and maintaining proper stock of all materials needed for counselor travel as well as ordering all office supplies.

Other Administrative Duties (20%)

• Attend, take detailed notes and provide timely minutes at quarterly Board of Trustee committee meetings and other meetings as needed for the Vice President for Enrollment Management;
• Responsible for coordinating logistics, scheduling and greeting of all Enrollment Management employment candidates, including coordinating interview times and details, receiving any materials prior to the interview, greeting the candidate when they arrive, ensuring they are escorted to the appropriate location for the interview, and sending out post-interview surveys;
• In a timely manner, manually enter student inquiries and information from physical inquiry cards received by admission staff at college fairs, high school and on-campus group visits;
• Scan and upload application documents received via mail or in-person;
• Assist in coordination of special projects and events within the office, primarily with preparation for admission events;
• Participate in training and other professional development activities;
• Provide scheduling support for the Vice President for Enrollment Management;
• Support other Enrollment Management staff as needed with scheduling, maintenance and monitoring of documents, calendars, email inboxes, etc.
• Provide backup support to other staff as needed.

Qualifications

We seek a candidate who values diversity, equity and inclusion in all that they do. Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College’s mission as a student-centered, liberal arts institution.

Education and / or Experience

Associate’s degree and 3-5 years of relevant experience preferred or equivalent combination of education and experience.

Minimum Requirements

Successful candidates must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Preferred Skills and Characteristics

Technology Skills

Proficient in MS Office tools (Microsoft Word, Excel, and PowerPoint, Teams, OneDrive, etc.), e-mail and Internet. Ability to learn new applications quickly including organization-wide information systems and department-specific software applications.

Language Skills

Strong oral and written communication skills. Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone.

Ability to write routine reports and correspondence.

Mathematical Skills

Proficient with statistical and financial concepts. Must have the ability to apply those concepts to tracking, projections, goal setting and interpreting reports.

Must be able to draw conclusions from reports and make cost effective decisions regarding programs.

Reasoning Ability

Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to work independently and as a member of a group in developing and executing project plans.

Ability to work in theoretical arena and apply logic as appropriate.