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Administrative Assistant II

Employer
Washington and Lee University
Location
Virginia, United States
Salary
Salary Not Specified
Posted Date
Jul 12, 2022

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Position Type
Administrative, Academic Affairs, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Public Relations & Marketing (Campus), Student Affairs, Admissions, Enrollment, Retention & Registrar, Other Student Affairs
Employment Level
Administrative
Employment Type
Full Time
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Job Description:

Reporting to Director of Admissions Operations, provides logistical and administrative support for admission communications and marketing, plus supports application processing, campus visitor activities, and all other annual recruitment and enrollment work of the Admissions Office.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:
  • Provides logistical and administrative support for admissions communications and marketing in collaboration with the communications team and director of admissions marketing. Duties include monitoring marketing calendar, engaging with division and Communications partners, record keeping, trouble-shooting, and executing all aspects of in- and outbound mailings. Specific tasks include: engage with mail shop accounts; ensure accuracy and delivery of mail lists; coordinate workflows for year-round prospect and applicant mailings, including their timing, layout & proofreading, print merging, and archiving; coordinate with campus partners in Communications, information technology, Facilities, mail and print shop; coordinate final checks and mailing of admission decision letters and multiple mailings to 45,000 prospective students annually.

  • Manages logistics (including ordering, storage, and inventory control) for all admissions publications, mailing supplies, and office stationery.

  • Develops and maintains a working knowledge of admissions CRM (Slate by Technolutions) to perform all phases of application management including processing digital and US mail, managing data verification, materials scanning, data entry, management of application materials, and related in- and out-bound communications.

  • Develops a working knowledge of and serves as a technical liaison and use advocate for office collaboration management software: Microsoft Teams, Planner, and Box.

  • In cooperation with admission colleagues, monitors and coordinates the activities of work study students and summer interns, including hiring, training and oversight via student information system (Workday).

  • Answers admissions phone line and functions as primary manager of the high-traffic admissions email account. Provides consistent, high-quality, first-line customer service to prospective students, parents, high school counselors, alumni, and visitors.

  • Participates as a member of the operations team in support of all office functions, primarily campus visit-related, for example, staffing the reception desk, scheduling campus tours, group information sessions, and interviews.

  • Provides general administrative support for associate directors and deans.

  • Other duties as assigned.

Work Schedule: M-F, 8:30am - 4:30pm. Occasional night and weekend hours are required.

Minimum Qualifications:

High school diploma plus three years of administrative support experience, or a combination of education and experience from which comparable skills are acquired. Associate’s degree preferred. Previous experience in an academic setting is preferred. Must be skilled in the use of Microsoft Office products and facile with technology in general. Possesses excellent proofreading, grammar, and spelling skills, is organized and detail-oriented, and has the ability to multi-task. The ability to communicate and interact effectively in a professional and courteous manner with faculty, staff, and students, is essential. Demonstrated good judgement and the ability to handle confidential and sensitive information required. Top candidates will have the capacity to work collaboratively as well as independently. Curiosity, initiative, energy, versatility, and responsibility are highly valued in this role.

APPLICATION INSTRUCTIONS:

Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

External Applicants: Application instructions for external applicants are located on the jobs.wlu.edu or here .

Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here .

Physical Requirements:
  • Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.

  • Grasping: Applying pressure to an object with the fingers and palm.

  • Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

Working Conditions: The worker is not substantially exposed to adverse environmental conditions.

Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$19.58 - Pay Commensurate with Experience

The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.

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