Office Coordinator, Admissions/Marketing/PDO

Position Title: Office Coordinator, Admissions/Marketing/PDO

Department: School of Law

Advertised Pay: $17.64 per hour with the potential for a higher entry rate dependent on experience

Location: Washburn University

The screening committee will review all eligible applications submitted by March 30, 2023

Position Summary: The Office Coordinator is responsible for providing high-level administrative support to the Admissions, Professional Development, and Marketing offices, which includes supporting the management staff. This position also serves as the point of contact for all patrons contacting the SOL Admissions, Marketing, and Professional Development offices and frequently interacts with prospective and current students. The Office Coordinator performs various administrative activities requiring advanced/specialized knowledge and skills. The work requires in-depth knowledge of program policies, procedures, and information systems to communicate and process information. The Coordinator must understand or be capable of understanding the FERPA imposed duty to maintain the confidentiality of protected student information and maintain the confidentiality of all employee records.

Essential Functions:
The Office Coordinator is the first point of contact for patrons visiting or contacting the Offices of Admissions, Professional Development, and Marketing and is responsible for delivering exemplary customer service when greeting individuals and when responding to inquiries regarding the admissions or application processes. The Office Coordinator will determine which inquiries require more in-depth assistance and refer them to the appropriate faculty/staff/department.

The Office Coordinator is responsible for providing administrative assistance to multiple members of management, which currently includes the Assistant Dean for Admissions, the Director of Admissions, the Assistant Dean for Professional Development, the Assistant Director of Professional Development, and the Director and Assistant Director of Marketing and Communications and their associated offices. This administrative support includes but is not limited to the following essential functions.

Collecting, sorting, opening and distributing mail, managing calendars, scheduling appointments and meetings, answering phones, and assisting visitors.

Drafting correspondence including letters, memos and other documents, reviewing and controlling the incoming/outgoing correspondence.

Organizing and coordinating consultations, tours and class visits for prospective students with SOL admissions staff, student ambassadors and others to facilitate productive campus visits.

Assist with event planning, operational commitments and deadlines.

Coordinate with employers and students all aspects of OCI events each semester. Prepare and materials for events; confirm arrangements to assist with OCI, including room reservations and set up, event food and beverage, and parking. Utilize Symplicity for planning and scheduling.

Merge letters, work with UMAPS to make printing arrangements, stuff envelopes and perform other tasks necessary to complete mailing projects. Assemble handouts; prepare nametags and related materials.

Invite and register students, alumni and faculty; confirm arrangements to assist with recruiting receptions, lunches, and related special events.

Assemble, ship and track receipt of materials for off-site recruitment events to support recruiting efforts and ensure the availability of recruiting materials.

Working with the Assistant Dean for Admissions, Director of Admissions, or SOL Marketing, design and send all promotional emails for recruiting or services to prospective and admitted students, current students, and graduates.

Register for attendance at recruitment fairs and events make travel arrangements, and travel to recruitment events as necessary to assist the Assistant Dean for Admissions and Director of Admissions with prospective students.

Serve as the School of Law liaison to MINK.

Assist the Admissions, Professional Development, and Marketing offices with “First Week” items as assigned.

Monitor and replenish office supplies as needed. Organize and prepare the first week of class materials.

Organize and coordinate communication with students participating in the on-campus interview (oci) process each semester.

Coordinate daily operations of the application process, and maintain efficiency, accuracy, and confidentiality of the application process from initial stages to actual enrollment. Download new applications from all electronic sources and enter information into the appropriate software program to establish and update prospective students’ database records and resolve software issues that arise. Transmit data electronically to LSAC to ensure the availability of student records as required by the standardized law school application process. Produce first response letters and other acknowledgment letters as appropriate for signature to facilitate timely communication with applicants. Generate Credential Assembly Service reports and check all file requirements to confirm files are complete for committee review. Determine applicant status to ensure appropriate processing of applicant materials and reporting. Communicate with applicants to confirm receipt of their materials or request additional/missing information to ensure applications are completed on a timely basis. Review applicant records relative to established admissions standards and assign a review status for each file prior to consideration by the Admissions Committee.

Identify and establish communication with prospective students and generate correspondence to encourage consideration of Washburn University SOL with data provided through website downloads, phone calls, email and personal contact.

Query prospect and applicant data to compile specialized reports in response to requests from Admissions, Professional Development, and Marketing staff and the Admissions Committee for statistical data for a variety of reporting and survey processes.

Record receipt of all fees, fee waivers, and seat deposits received and submit to the Business Office in accordance with University policy and procedures. After reviewing receipts and purchase documentation, complete and submit payment vouchers and related payment documents to facilitate budget tracking.

Perform job-related duties as assigned or as appropriate.

Required Qualifications:

• Bachelor’s degree OR a combination of post-secondary education and additional administrative support experience equivalent to a four-year degree.
• Proficient in Microsoft Office software (Excel, Word, Outlook).
• Proven effective communication abilities and customer service skills with the demonstrated ability to interact professionally, and establish and maintain professional relationships with key stakeholders within or outside of the University.
• Demonstrated ability to manage varying and competing tasks with multiple stakeholders in a rapidly changing office environment with frequent interruptions.
• Proven effective organizational skills with the proven ability to perform and prioritize multiple tasks successfully with impeccable attention to detail.
• Demonstrated experience providing meeting or event coordination.
• Proficiency in using Zoom for videoconferencing.
• Demonstrated proactive approaches to solving problems and making appropriate decisions.
• Proven ability to work effectively as part of a diverse team, as a resourceful team player with the ability to be effective independently.

Preferred Qualifications:

• Experience providing administrative support at the collegiate level.
• Admissions or financial aid experience.

Special Instructions to Applicants:

• The interview process may require completing skills assessments to determine proficiency in the software and skills needed to perform the position's essential functions. If additional testing is required, the information will be provided to candidates selected for interviews.

Full time Hourly Mon-Fri 8am-5pm
Background Check Required

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please email benefits@washburn.edu or call 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.