Admissions and Academic Department Assistant

Position Summary:

The Admissions and Academic Department Assistant provides essential administrative and customer service support to both the Admissions Office and selected Academic Departments, including Science, Math, Business, Public Service, and IT. This dual-role position is designed to ensure efficient office operations, maintain front-line service coverage, and support faculty, students, and prospective students. The assistant will manage communications systems, facilitate academic and event coordination, and handle day-to-day administrative tasks, all while exemplifying a high standard of professionalism and service.

Approximately 70% of the position is dedicated to Admissions-related functions, with the remaining 30% providing support to academic departments.

Essential Duties and Responsibilities:
Admissions Office (70%)

? Serve as the primary front desk representative, greeting and assisting campus visitors, prospective students, and
families with great customer service.
? Answer phones, respond to general inquiries, and direct communication to appropriate staff.
? Manage daily processes within the Slate communication system.
? Assist in scheduling and supervising student workers in the Admissions Office.
? Coordinate logistics for campus tours, admissions events, and other recruitment activities.
? Prepare and maintain admissions forms, documents, and promotional materials.
? Maintain office supplies and inventory, process work orders, and support budget tracking and requisitions.
? Assist with application processing and data entry as needed.

Academic Departments (30%)

? Provide administrative support to assigned departments: Science, Math, Business, Public Service, and IT.
? Coordinate adjunct faculty onboarding and paperwork in collaboration with academic chairs.
? Schedule and coordinate advising appointments and calendars for academic departments.
? Prepare and distribute instructional materials such as syllabi, exams, and handouts.
? Maintain departmental files and records, including syllabi and final exams.
? Submit and track purchasing paperwork and departmental orders.
? Monitor and renew software and technology licenses as required.
? Provide assistance with instructional technologies (e.g., Blackboard, smart classrooms).
? Proctor exams or cover classes when necessary.
? Support academic events and guest speaker arrangements.

Cross-Departmental Responsibilities:

? Ensure continuous office coverage and availability throughout business hours.
? Facilitate communication between Admissions and Academic departments.
? Perform other duties and special projects as assigned.

Required Qualifications:

? High school diploma or GED required.
? Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
? Basic knowledge of office equipment and administrative procedures.
? Strong written and verbal communication skills.
? Excellent organizational and multitasking abilities.
? Ability to handle sensitive and confidential information with discretion.
? Capable of working both independently and collaboratively in a fast-paced environment.
? Demonstrated customer service orientation.
? Basic math and problem-solving skills.
? Valid driver’s license.

Preferred Qualifications:

? Associate’s or Bachelor’s degree preferred.
? Experience working in higher education or a similar administrative environment.
? Familiarity with Slate or other CRM/admissions systems.
? Experience using Blackboard or other learning management systems.

Work Environment & Physical Requirements:

? Primarily in-office, customer-facing role.
? May require sitting or standing for extended periods.
? Occasional lifting of office supplies or event materials (up to 25 lbs).
? Flexibility for occasional evening or weekend event support.

Physical Demands:
Normal physical demands for successful work in a normal office environment. Ability to sit or stand for extended periods. Ability to utilize hands for general office work including typing, filing, answering telephones, and writing.