Position Title:
Admissions Coordinator/Administrative Associate
Position Type:
Regular
Salary Range:
$24.17 - $27.78 per hour; commensurate with experience
Pay Frequency:
Hourly A. POSITION PURPOSE
The Admissions Coordinator for the School of Education and Counseling Psychology is the main point of contact for the Admissions team and also provides support to the Senior Assistant Dean of Enrollment Management and Student Services. Reporting to the Director of Admissions and the Senior Assistant Dean, the Admissions Coordinator assists and works with prospective students from inquiry to enrollment. The position coordinates logistics for all events and also provides administrative support to the staff in the Enrollment Management office. This position is the main point of contact for walk-in visitors and phone calls.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Admissions and Enrollment Management Administrative Support
Serve as the first point of contact for visitors of Guadalupe Hall. Answers telephone calls and greet walk-in visitors, make referrals as appropriate.
Maintains timely and effective communications about events via emails, social media, and other methods
Direct inquiries to appropriate departments and offices
Communicates applicable deadlines and due dates to internal and external audiences.
Maintains contact lists/directories for Admissions partners.
Assists with tracking prospective students and applicants in the admissions database (Slate)
Communicates with candidates about their status and the documents needed.
Assist with ensuring all candidate files are as complete as possible.
Assist with reports and comparisons of enrollment numbers and track required Peoplesoft data and run Peoplesoft queries when required
Ensure administrative support is provided to the Enrollment Management and Student Services team, including office supplies, copier, mail services.
Assist Senior Assistant Dean and Director with website updates to the Admissions web pages
Provide support for the Marketing team and assist with social media scheduling.
Manage the integrity of application files--collecting all necessary documents in preparation for committee review, updating status changes in Slate/PeopleSoft and assisting the Director of Admissions with application review.
Administrative Support for Scholarships and Admissions Database
Assists the Director of Admissions and Sr. Director of Student Services with tracking SECP scholarships by maintaining a spreadsheet of students receiving funds.
Communicates scholarship information when appropriate
Assist with projects and communications to those receiving scholarships
Event Planning
Coordinates the logistical planning and implementation of SECP events including but not limited to admissions events, new student orientations, information sessions, and workshops
Works with Dining Services (catering), Media Services, Facilities, and other campus support units as necessary to execute events
Maintain the event calendar for all relevant events.
Work with the academic departments to ensure faculty presence at Admissions events when necessary
Student Services and Academic Support
Serves as front reception are point of contact for walk in and phone inquiries
Supports Student Services and Academic Support with office and phone coverage.
Office Management
Ensures the office is operational and has the resources to function as a professional environment.
Other duties as assigned
C. PROVIDES WORK DIRECTION
Student workers
RECEIVES WORK DIRECTION FROM
Director of Admissions and Financial Aid, the Sr. Asst. Dean of Enrollment Management and Student Services and the Senior Director of Student Services and Academic Support
E. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Knowledge
Demonstrated knowledge of Microsoft Office suite in addition to personnel and financial systems (PeopleSoft Student, PeopleSoft Financial, People Admin).
Skills
Ability to use Windows and Apple platforms required
Ability to use Office Suite applications
Abilities
Understand and support the values and ideals of Jesuit education.
Excellent oral and written communication skills, especially when dealing with sensitive issues and situations.
Excellent organizational skills with attention to accuracy and detail.
Demonstrated ability to balance and respond to a complex and wide variety of demands.
Ability to maintain confidentiality and use discretion
Strong interpersonal, organizational and problem-solving skills.
Ability to establish and maintain effective working relationships within the school and across campus.
Professional service-oriented demeanor.
Strong attention to detail.
Education
Bachelor's degree required. Master's degree preferred
Years of Experience
One to three years experience.
Experience in higher education environment and academic administration preferred.
G. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Working at a computer terminal.
Required to travel to other buildings on the campus.
Required to travel within a 200 mile radius
Require to attend national conferences
Office Hours 9 am to 6 pm
H. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment.
Offices with equipment noise.
Offices with frequent interruptions. EEO Statement
​ Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .
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