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Enrollment Representative/Receptionist

Employer
Curry College
Location
Massachusetts, United States
Salary
Salary Not specified
Start date
Jun 22, 2021

View more

Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Administrative
Employment Type
Full Time
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About Curry College:

Founded in 1879, Curry College is a private, four-year, liberal arts-based institution in Milton Massachusetts. In addition to the main campus classes for adult learners are also offered at our campus at Cordage Park in historic Plymouth. Curry College is accredited by the New England Commission of Higher Education (NECHE). Curry College offers 27 undergraduate majors, over 60 minors and concentrations, as well as five graduate programs.

The Curry College mission is to educate and graduate students prepared to engage in successful careers and active citizenship with a global perspective. They are an inclusive community of diverse learners and educators, committed to continuing their legacy of developing effective communicators with reflective and critical thinking skills. They mentor and empower their students, building meaningful relationships that inspire them to achieve their ambitions.

Curry College provides rigorous and relevant academic programs to undergraduate and graduate students, and their rich blend of liberal arts and career-directed programs is enhanced by practical field experiences and co-curricular activities. Learning at Curry extends beyond the classroom and is embedded in all that they do.

Diversity and a culture of equity and inclusion among students, faculty and staff are crucial to the mission statement of Curry College.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, sex identity or expression, national origin, age, disability, veteran status, or any other basis protected by applicable state and federal law, including Title IX.

 

Job Description:

Job Summary:

Under the direction of the Senior Assistant Director of Admission Marketing & Events, the Enrollment Representative/Receptionist is responsible for wide range of customer service and administrative support tasks in the Admission department.  Primary focus is one of four categories (Reception area, Inquiries, Credentials, and Applications) and is cross-trained to back up all responsibilities.  Assists with computer system upgrades in respective specialty.  Also assists with special events and projects.

Essential Functions:

1. Admission Main Telephone Line

  • Answer incoming telephone calls for the Admission Office and direct appropriately.
  • Answer incoming telephone calls for the College & direct appropriately to other departments.
  • Respond to questions or concerns if appropriate and able.
  • Demonstrate ability to answer and forward calls from a multi-line telephone.

2. Manage Admission Calendar & Salesforce Appointments

  • Schedule and confirm prospective student tours and interviews in Outlook and Salesforce.
  • Assign daily appointments to staff members and provide them with applicable documentation, such as credentials, application information and status of student. Add necessary appointments to the Tour Guide Outlook calendar.
  • Utilize the Outlook calendar and office travel schedule when coordinating appointments.
  • Accommodate all visitors who arrive to the Admission Office without an appointment.
  • Schedule appointments with the Program for Advancement of Learning (PAL) and Athletic Department, when applicable.
  • In a timely manner, update the visit status of all daily admission visitors in Salesforce by marking them as 'confirmed,' 'attended,' 'no show,' 'cancelled,' 'reschedule,' etc.

3. Provide High Quality Customer Service to Admission Office Visitors

  • Serve as the primary greeter at the front desk and on the telephone for all visitors, students, parents, faculty, staff, alumni and others. Check guests in for appointments as necessary.
  • Via telephone and email, respond to all questions, comments, issues and concerns knowledgeably and in a timely and supportive manner.
  • Ensure that appointments, information sessions and tours are beginning on time.

4. Manage the ADM@Curry.Edu Inbox

  • Organize emails and voicemails into folders and forward them to the appropriate staff members and departments.
  • Respond to emails that pertain to your job responsibilities.

Additional Functions:

  • Responsible for coordinating group tours, including necessary follow up.
  • Manage reception area by updating AXIS TV, sanitizing surfaces, and restocking inventory of snacks, coffee/tea, informational materials, promotional items/giveaways, admission forms and other items as needed.
  • Update greeting for Admission telephone lines (main number and toll-free number) on an as-needed basis during holidays, inclement weather and/or special events.
  • Contact and work with Buildings & Grounds and Housekeeping via School Dude to address maintenance issues (i.e., replace light bulbs, electric problems, etc.) relating to reception area.
  • Train student workers on telephone protocol and reception area under the direction of supervisor.
  • Assist with mailing fulfillment when needed.
  • Other administrative tasks such as filing, faxing, photocopying, monitoring office supplies and opening and dispersing office mail.
  • Assist with data entry of prospective students, applications, credentials, updating records and other data as deemed appropriate in the Banner and Salesforce computer systems using both manual and automated systems.  
  • Assist with preparation and printing of letters, envelopes and labels for designated mailings to students regarding the application and enrollment process, upcoming events and follow-up letters for missing information. 
  • Mandatory participation in the preparation for and the actual work performed at Admission Office and College-wide events including but not limited to Open House programs, Accepted Student Day, Orientation, Commencement and Athletic events organized by the Admission Office and other College departments.

Additional Functions - Inquires:

  • Assist with manual and automated data entry of 20,000+ inquiries received annually including generation of reports to monitor and assist with the process.
  • Process and enter data in Salesforce CRM for prospective students who have participated in a personal interview, Information Sessions or Group Visit;  Scan and upload interview form/information with appropriate coding in CRM.
  • Work closely with the Tech Center, Director or Assistant Director of Operations to resolve any issues relating to automated uploads.
  • Assist with automated load process of SAT scores submitted electronically for inquiries and applicants.  Generate reports to assist with process and file with appropriate pre-application if one exists.
  • Assist with running letters via Salesforce CRM in response to inquiries as a result of requests for information. Run discrepancy reports to update missing or incorrect information for recruits.
  • Assist with maintaining returned mail including updating addresses and resending appropriate materials.
  • Assist with mailing fulfillment when needed.
  • Responsible for responding to phone inquiries as part of customer service team.  Checks status of applications and communicates status to prospective students and parents.  Answers other general inquiries.
  • Process "Cancel" requests to cancel applicant records in Salesforce CRM and/or Banner.
  • Make recommendations and work with the Director and Assistant Director of Operations and the Tech Center on new tracking codes relating to inquiries or applicants when appropriate.
  • Assist with mailings to high schools, school counselors or designated groups in response to requests for Admission materials.

Additional Functions - Applications:

  • Assist with processing 7000+ online applications including downloading, updating Salesforce CRM, and verifying information.  Generates reports to monitor and assist process.
  • Oversees the creation and maintenance of application files to ensure they are categorized and stored in the appropriate electronic records.
  • Assist with running complete and incomplete reports to ensure Admission counselors have documents to review online applicant records.
  • Assist in running discrepancy reports to update missing or incorrect information for applicants.
  • Assist in running "Checklist Letters" that go out to all applicants to inform applicant of missing items needed for application review.
  • Assist with running daily reports of fees (application and enrollment deposits) received through Flywire Systems vendor. Refund any fees when necessary.
  • Assist with mailing fulfillment when needed.
  • Process "Cancel" requests to cancel an applicant's file in Salesforce CRM and Banner SIS; make recommendations and work with the Director of Operations and the Tech Center on new tracking codes when appropriate.
  • Input School Dude requests for maintenance when necessary.
  • Assist with inventory of publications and supplies to ensure continuous fulfillment and supply for mailings and travel related events.

Additional Functions - Credentials:

  • Matching credentials to the correct application or inquiry record in Salesforce CRM including scanning, electronic upload and/or data entry of credentials (high school and college transcripts, SAT or ACT test scores, recommendations, application fee and fee waivers, and resumes) as well as those received either by mail, email, fax or other electronic services.
  • Daily electronic upload via the Common Application and verifying and updating data to Salesforce CRM inquiry or applicant record.
  • Open, date stamp and process items received via the USPS - scan and update electronic record.
  • Associate and process emails for credentials received via @admm mailbox, Admission and school counselors.
  • Associate and process faxes related to credentials.
  • Communicate with High School Guidance Offices for clarification of documents when needed.
  • Assist in data management to maintain accuracy and updates (addresses, school information, etc.) associate with Salesforce CRM.

 

Requirements:

Minimum Qualifications:

  • High School Diploma is required.
  • 2+ years of office administrative experience.
  • Excellent customer service skills.  Ability to use a multi-line telephone.
  • Experience with Salesforce and/or Enrollment Rx.
  • Word processing, database, and spreadsheet experience (MS Office required, Banner a plus).
  • Perform data entry with excellent accuracy and speed.
  • Ability to multi-task in a high-volume, fast-paced environment.
  • Solid organizational skills and attention to detail.  Ability to problem-solve and prioritize tasks in a fast-paced environment.  Flexibility is a must!
  • Ability to handle confidential information.
  • Ability to understand and communicate college policies.
  • Proven success in team efforts.
  • Occasional overtime is required to complete job assignments and meet deadlines during peak season.
  • Strong interpersonal communication and ability to work with individuals from a variety of backgrounds.

Preferred Qualifications:

  • Associates degree.

 

Additional Information:

Committed to attracting and retaining a diverse staff, Curry College will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

At the College's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the College, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Employment in this position is contingent upon the successful completion of all required pre-employment background checks.

Inquiries about the application of Title IX can be directed to the College's Title IX Coordinator, Rachel King at Rachel.king@curry.edu, (617) 979-3516, or King Academic Administration Building, 55 Atherton St, or US Department of Education, Office of Civil Rights ("OCR") - Boston Office, 5 Post Office Square, 8th Floor, Boston, MA 02109-3921, (617) 289-0111.

 

Application Instructions:

Please apply online at https://www.curry.edu/about-us/community-resources/employment/job-opportunities for consideration. Interested applicants must submit the following:

  • a cover letter
  • a resume; and
  • a list of three professional references, one of which must be a former or current supervisor, including complete contact information and professional titles.

 

 

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