Admissions Administrative Assistant

Description

Position Title: Administrative   Assistant

Department: Admissions

Reports to: Admissions Personnel Director

Supervises: N/A

Classification: Hourly

Status: Non-Exempt

Work Location: On Campus

POSITION OVERVIEW: The Administrative Assistant will be responsible for all levels of support to a college campus and Field Admissions in a fast-paced and progressive environment. The ideal candidate is proactive, detail-oriented, and confident in managing demanding duties while supporting admissions operations, reporting accuracy, and customer service excellence.

ESSENTIAL FUNCTIONS:

1. Greet and assist prospective students in a professional and welcoming manner while handling the main campus upstairs reception area and serving as a point of contact.
2. Answer phone calls, direct calls, screen calls, take detailed messages, and schedule appointments as needed.
3. Accurately enter and maintain admissions data using Microsoft Word and CRM/SIS platforms.
4. Prepare and maintain production reports, admissions representative performance metrics reports, start reports, and other reports assigned with a high degree of accuracy and independent judgment.
5. Perform quality control checks within the Admissions Customer Relationship Management (CRM) / Student Informational System (SIS) for all admission (Campus and Field Recruitment) enrollment records to ensure accuracy, completeness, and compliance with the admission guidelines.
6. Process, correct, and finalize all production enrollments via the Student Information System enrollment wizard with a high degree of accuracy and on schedule.
7. Coordinate with Financial Services, Registrar, Academics, and Marketing to support admissions operations and student onboarding.
8. Support Admissions leadership by ensuring data integrity and timely reporting for operational decision-making.
9. Reconcile Admissions CRM/SIS (enrollment, cancel, 1st-course drop, 1st-course complete) statuses on a bi-weekly basis and report discrepancies.
10. Assist in planning and executing admissions events such as open houses, campus tours, and recruitment events, including logistics and communication with attendees.
11. Assist with new student orientations to include sign-in sheets, assisting with first-day check-in, and distributing documentation to the Admissions staff.
12. Maintain admissions office inventory, including program brochures, forms, USBs containing the school catalog, marketing and office materials, ensuring availability across both campuses.
13. Maintain office supplies inventory by creating, tracking, and assisting with purchase orders for materials in a timely manner, and ensuring accurate on-time delivery
14. Communicate relevant notifications from other departments and upper management that impact Admissions to the department.
15. Exercise discretion and maintain confidentiality in handling prospective student records and institutional information.
16. Perform other duties as assigned to support Admissions goals and department efficiency. 

Requirements

EDUCATION, EXPERIENCE & OTHER REQUIREMENTS:

1. Must be able to meet bonding requirements as required by the Texas Workforce Commission (TWC).
2. High School degree or equivalent education
3. 2 years of administrative work experience.
4. Available to work flexible hours/days, including Saturdays, as needed.
5. Must have a personal cell phone to be used with the MFA.
6. The ability to travel between campuses is needed.
7. Must have a valid driver’s license and minimum legal insurance coverage on a personal vehicle.
8. To telework, employees are responsible for ensuring they have the equipment and technology needed to perform the essential job functions (i.e., cell phone, internet)

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

1. Ability to read, listen, write, speak, and understand English fluently.
2. Bilingual English/Spanish (preferred)
3. Excellent verbal and written communication skills, analytical, and problem-solving skills.
4. Strong organizational, time-management, and multitasking abilities.
5. Establish and maintain effective working relationships with students, faculty, staff, and the public.
6. Strong customer service orientation.
7. Ability to evaluate objectively, fairly, and consistently.
8. Close attention to detail and the ability to handle sensitive information confidentially.
9. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with database management systems.
10. Ability to work independently in a fast-paced environment.
11. Ability to organize and prioritize duties.
12. Ability and willingness to comply with school policies and procedures, and state and federal laws and regulations.

WORK ENVIRONMENT:

While performing the responsibilities of the position, the employee may be exposed to moving mechanical parts and vehicles. The noise level in the work environment is typically quiet to moderate. 

PHYSICAL DEMANDS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed hereafter are representative of the knowledge, skills, and abilities required to do this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. 

The above Job Description is not intended to be an all-encompassing list of responsibilities, skills, efforts, or working conditions associated with this position. It is intended to be a guideline reflecting the principal activities.

Salary : $15 - $16