Administrative Assistant

SUMMARY 
 As an administrative assistant in the Admissions department, you will serve as an enthusiastic and knowledgeable member of the Admissions team.  In addition to answering phones and greeting guests on an as needed basis, you will routinely input student data into University systems, maintain accurate applicant files, prepare acceptance packages and other correspondence.  This position requires some limited evening and weekend event work. 
 
ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following. 

Downloads files, inputs data, and scans transcripts and other applicant materials in the department’s CRM (Slate) and digital asset management system (Perceptive), and files paper documents as needed. 

Generates acceptance letters and other enrollment materials from CRM system, assembles acceptance packages, and completes quality assurance checks

Carefully reviews admissions material requirements and electronically updates student records

Answers telephone and in-person questions from prospective students and families, and serves as a knowledgeable and friendly resource for information about the University

Attends special events hosted by the Admissions department, including evening and weekend events as needed

Provides support for the Assistant Director of University Events including but not limited to facilitating catering orders, room reservations, ordering supplies, and printing materials

Supports the recruitment team by alerting them to student questions and concerns, and updating them on the status of applicant files

Provides instructions and oversight of tasks performed by student workers who provide additional administrative support

Manages the purchase requisition process for the office, ensuring documentation is filed in an efficient and timely manner

OTHER RESPONSIBILITIES

Serves as the primary back-up to the Admissions Office Coordinator, covering the front desk at peak times and events

Greets visitors, ascertains nature of business, and escorts visitors to appropriate person or answers questions directly where appropriate 

Serves as a back-up to other members of the admissions processing team.

Runs necessary office reports.

Performs other administrative duties as assigned.
 
QUALIFICATIONS 
 To perform this job successfully, an individual 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. The person is this role must have strong organizational skills and attention to detail.
 
Education/Experience 
 Associate degree or equivalent and at least one year administrative experience and/or training; or equivalent combination of education and experience. 

 Technical Skills 
 Ability to key at a minimum speed of 45 wpm. Proficiency with Microsoft Office Suite. Ability to organize and prioritize work responsibilities, especially during peak application and admissions event periods. 

 Language Skills 
 Ability to read and interpret general business correspondence and instructional materials. Ability to effectively present information and respond to questions in a friendly and welcoming way.  Fluency in Spanish is preferred but not required.

 Mathematical Skills 
 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret graphs. 
 
Interpersonal Skills 
 Ability to interact effectively and professionally with others and contribute to a positive, collaborative team environment. 

 Reasoning Ability 
 Ability to solve practical problems and deal with a variety 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. 
 
 
PHYSICAL DEMANDS 
 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
 While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 
 
 
WORK ENVIRONMENT 
 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
 The noise level in the work environment is usually moderate.