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Admission Systems Assistant

Suffolk University
Massachusetts, United States
Salary Not specified
Posted Date
Aug 9, 2022

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Position Type
Faculty Positions, Education, Teacher Education
Employment Level
Employment Type
Full Time
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The Admissions Assistant will work as part of a collaborative admissions team to support the operations of the office and the recruitment of new undergraduate students. The ideal candidate will have a demonstrated ability and understanding of the mission of the university’s urban location and the unique opportunity this presents for prospective students. They must also be passionate about both higher education and the University, have a strong work ethic, and be able to communicate professionally with a variety of different internal and external audiences. The assistant will provide the highest level of service with a constant focus on exceeding expectations and aiding students, families and campus partners.

Primary/Principal Responsibilities
% of Time

Manage and execute postal mailings to various audiences including prospects/inquiries/admits/deposited students & families, school counselors and transfer advisors; Manage and execute process of assigning and releasing admission decision letters using Slate (CRM) – plus a similar process to upload and release transfer credit evaluation decisions; assist with data integrity checking from various data sources

Scan and link incoming postal mail, including transcripts, miscellaneous test score results and other
applicant documents; send admission counselors list of new transcripts received post-decision for approval
and possible credit; assist with transfer course edits in Colleague (SIS), upload electronic transcripts
from Scoir, NSC, Parchment, etc; link documents sent by counselors and students; checking in
ImageNow (Doc Mgmt System) fax queue and other queues for documents to be linked to Slate (CRM);
process Slate documents to ImageNow; assist with Title IV documentation; update new applicants
sending school history; Review applicant checklist for accuracy; Call applicants in regard to missing
documents and other specialized phone calls.

Assist prospective students and families on the phone, in person, and via email concerning the
application process and requirements, general admission information, and other pertinent
admission information; provide excellent customer service for prospective students and families;
assist in coding final high school and college transcripts; responsible for ensuring the latest standardized test scores for applicants are imported to Colleague (SIS) by ITS staff; data entry of prospective students; open
mail, daily data cleanup; biannual cleaning of all applicant files; provide back-up assistance to
other team members as needed.

10 %
Provide occasional coverage for the reception area; provide coverage at the Welcome Center as needed; participate in all major admission campus events; assist in helping prospective students register for these
programs; assist in scheduling appointments and assigning appointments to staff; serve as back-up to other systems staff as needed. Plus, assigned other duties and projects as needed.

Requirements/Qualifications (examples):
Associate’s or Bachelor’s degree with relevant office experience preferred
• Strong computer skills including MS Office (Word and Excel) and Outlook; experience with Slate (CRM), Colleague, Image Now, Workday and Zoom/virtual meetings is a plus
• Excellent written, oral communication skills and ability to learn new technology quickly
• Must be committed to providing the highest level of customer service and responsiveness
• Demonstrated experience working in a high volume, detailed oriented, customer- focused environment
• Proven ability to work independently and as part of a team
• Must be creative and proactive, plus able to manage multiple work assignments simultaneously and handle difficult situations
• Must work Monday through Friday, 8:45 am – 4:45 pm and on occasional weekend days (one day per week of remote work is approved in the current Alternative Work plan for this position)


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