Clerk II

Description

Vincennes university is seeking applicants for an Admissions and Academic Department Assistant at the Jasper Campus. This position
t 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.

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.

• 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.

Required and Preferred 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.

Additional Knowledge, Skills, and Abilities

Interested applicants should submit a Vincennes University application, cover letter, resume/cv, and full contact information for three professional references.