Admin Support Associate

Position Details

Classification Information

Position Classification Title

Administrative Support Associate

FLSA

Non-Exempt

Position Class

10421

Position Overview

Position Summary

Are you passionate about helping students on their journey to higher education? Do you excel in customer service and thrive in a dynamic, fast-paced environment? If so, we have the perfect opportunity for you!
Position: Administrative Support Associate
Location: Office of Admissions
Type: Full-Time
Key Responsibilities:

• Frontline Service: Serve as students’ first point of contact, providing immediate and friendly assistance to all who walk through our doors.
• Communication: Answer and respond to telephone calls and emails, ensuring timely and accurate information is provided to students, applicants, and prospects.
• Admissions Assistance: Assist with enrollment-related inquiries, helping students navigate the admissions process easily .
• Coordination: Oversee the daily operations of the front desk, ensuring a smooth and efficient workflow.
• Data Management: Upload and enter admissions applications into our system accurately and promptly.
• Outreach: Communicate with prospective students through email, phone, and in-person interactions, answering inquiries and providing information.
• Mailing Coordination: Organize and coordinate the mailing of admissions packets to prospective students and applicants.
• Support: Assist other offices with answering calls during high volume periods, ensuring a seamless experience.

Why Join Us?

• Impactful Role: Be a crucial part of students’ educational journeys, helping them take their first steps toward their future.
• Collaborative Environment: Work alongside a dedicated and supportive team in a collaborative atmosphere.
• Professional Growth: Gain valuable experience and skills in a dynamic and fast-paced setting.
• Community: Become part of a vibrant academic community committed to student success.

Qualifications:

• Excellent communication and interpersonal skills.
• Strong organizational abilities and attention to detail.
• Ability to multitask and manage time effectively.
• Proficiency in data entry and familiarity with admissions processes is a plus.
• A friendly, approachable demeanor with a commitment to providing outstanding service.

If you are excited about making a positive impact and being an integral part of our admissions team, we would love to hear from you!

Primary Function of Organizational Unit

The primary function of the Office of Admissions is to achieve and maintain the optimum recruitment rates for the University. In conjunction with this function, the Office of Admissions develops programs that will market the University and provide access to qualified candidates. Also, it is the goal of the department to enroll students with a profile that equips them to meet the challenges of the University.

Position Information

Position Number

060347

Competency Level

Contributing

Working Position Title

Admin Support Associate

Building and Room No.

C F Thompson Student Center, Suite 206

Work Hours: From [time] to [time] on [days] of [week]

8:00 am - 5:00 pm; Monday - Friday with occasional evening and weekend work hours.

Hours per week

40

Months per year

12

Appointment Type

Permanent Full-Time

If Time Limited.

No

Appointment Length.

12

DHR Assigned Fields

FTE

1

Requirements and Preferences

Position required to work during periods of adverse weather or other emergencies

No

Position required to work On-Call/Emergency Callback

No

Minimum Experience/Education

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Preferred Years Experience, Skills, Training, Education

High level of interpersonal & organizational & multi-tasking & customer service skills, including the ability to work with diverse groups as a member of a team under frequent deadlines and pressure to complete assignments in a timely manner with a high degree of accuracy. Proficient in MS Office Applications. Previous experience in college admissions and knowledge of Customer Relationship Management ( CRM ) systems is preferred.
Prefer a Bachelor’s Degree and demonstrated possession of knowledge, skills, and abilities or completions of a two-year secretarial science or business administrative program with one year of experience as described above.

Required License or Certification

Valid US Driver's License

No

Commercial Driver's License Required

No

Physical Required

No

List any other medical/drug tests required

Posting Details

Posting Details

Posting Number

SPA00931P

Internal Posting Only

Time Limited Position

Appointment Length

Salary

$33,540.00 - $38,616

Open Date

07/22/2024

Close Date

08/05/2024

Open Until Filled

No

Special Instructions Summary

Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment. If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered. Failure to complete the application completely may result in you not being considered for the vacant position. Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.

Key Responsibilities and Related Competencies

Key Responsibilities and Related Competencies

Competency

Customer Service

Describe the specific job duties related to this competency

This position is expected to be the public’s first impression. It will be trained to answer cross-departmental inquiries within Enrollment Management. The incumbent will be student-focused, meaning providing solutions to problems, helping students, families, and staff with their needs, and helping to facilitate a smooth enrollment experience.

Percentage Of Time

50

Competency

Coordination - Work

Describe the specific job duties related to this competency

Serve daily as the initial point of contact and a well-informed source of specific and general university information disseminated immediately. The incumbent will need to manage their time and be able to meet deadlines effectively. The incumbent will be expected to coordinate administrative tasks such as greeting and triaging in-office visitors, receiving and responding to phone calls, uploading and processing transcripts daily, opening and processing daily mail, and receiving and depositing cash.

Percentage Of Time

20

Competency

Communication

Describe the specific job duties related to this competency

This position will be solely responsible for answering all communication channels for the Office of Admissions. This position will answer the primary department email. All emails are to be responded to within 24-48 hours. This position will be the primary of a two-person admin team, answering the main department’s phone line and returning voice messages. Also within the office inbox are high school and college transcripts. This position is responsible for printing and scanning all transcripts into the office Customer Relationship Manager ( CRM ) for processing.

Percentage Of Time

10

Competency

Problem Solving

Describe the specific job duties related to this competency

This position will have to be able to think quickly and utilize university knowledge base to answer questions, address complaints, and resolve problems and should be able to do so with limited direction.

Percentage Of Time

10

Competency

Information/Records Administration

Describe the specific job duties related to this competency

This position deals with sensitive student information. Incumbent must be able to practice and adhere to data integrity standards and state and federal privacy policies.

Percentage Of Time

10
Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Document
Required Documents

1. Resume
2. Cover Letter

Optional Documents