College Administrative Assistant

Job Summary

The College Administrative Assistant is responsible for creating a welcoming environment for students and clients, providing front-line customer service, processing student payments, and supporting the day-to-day administrative operations of the school. This role requires accuracy, discretion in handling student records and financial information, and the ability to manage multiple tasks in a fast-paced educational and clinic-floor setting.

Key Responsibilities

Student & Visitor Relations

• Greet students, staff, clients, and visitors warmly and professionally as they enter the school.
• Serve as the first point of contact for student questions, concerns, and requests, addressing them directly or routing them to the appropriate staff member (Admissions, Financial Aid, Education Director, etc.).
• Provide students with accurate information regarding class schedules, school policies, and general procedures.
• Maintain a calm, professional, and helpful demeanor when resolving student or client concerns.

Student Payments & Financial Recordkeeping

• Accept and process student tuition, fee, and kit payments accurately via cash, card, or money order.
• Issue receipts and record all payments in the school's student ledger/management system in accordance with Title IV recordkeeping requirements.
• Reconcile the daily cash drawer and prepare deposit documentation as directed.
• Support the Financial Aid Office with routine administrative tasks related to student accounts, satisfactory academic progress (SAP) documentation, and disbursement recordkeeping.
• Maintain strict confidentiality of student financial and personal information in compliance with FERPA and Title IV standards.

Customer Service & Clinic-Floor Appointments

• Answer, screen, and direct incoming phone calls; manage the school's general email inbox and voicemail.
• Schedule, confirm, and manage client appointments on the student clinic floor.
• Check clients in and out for appointments, ensuring accurate service records and smooth client flow.
• Communicate wait times and service updates to clients in a courteous, professional manner.
• Handle client concerns or complaints with patience and escalate to management when appropriate.

General Administrative Duties

• Maintain accurate, organized student attendance and sign-in records as required for Title IV compliance.
• Assist with maintaining student files and records in accordance with Title IV and state cosmetology/barber board recordkeeping requirements.
• Perform general clerical duties, including filing, data entry, copying, scanning, and mail distribution.
• Assist Admissions staff with prospective student inquiries and campus tours as needed.
• Maintain a clean, organized, and welcoming front desk and reception area.
• Perform other duties as assigned by the School Director/Administrator.

Qualifications

• High school diploma or equivalent required.
• Prior experience in customer service, front desk, or administrative support preferred.
• Experience in an educational institution, salon, or barbershop setting is a plus.
• Strong verbal and written communication skills with a professional, friendly demeanor.
• Proficiency with basic office software (Microsoft Office/Google Workspace); ability to learn student information and scheduling systems.
• Ability to handle cash and process payments accurately and responsibly.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Ability to maintain confidentiality of student and client records.
• Reliable, punctual, and team-oriented.

Pay: $13.00 - $18.00 per hour

Work Location: In person

Salary : $13 - $18