Admin Support Specialist

Position Details

Classification Information

Position Classification Title

Administrative Support Specialist

FLSA

Non-Exempt

Position Class

10422

Position Overview

Position Summary

At Winston-Salem State University, our Office of Admissions is dedicated to providing prospective students and their families exceptional support and guidance throughout enrollment. We are seeking a dynamic and organized Administrative Support Specialist to join our team and serve as our department’s welcoming face and knowledgeable resource.

Position Overview:


As an Administrative Support Specialist, you will be the initial point of contact for students, families, and staff, providing essential information and assistance. You will be vital in ensuring a smooth enrollment experience by managing communication channels, coordinating tasks, and maintaining accurate records. Your ability to respond promptly and professionally to inquiries will create a positive first impression of our university.

Key Responsibilities:


Coordination:

• Serve as the initial point of contact for the Office of Admissions, providing specific and general university information via tele-counseling, walk-in consultations, referrals, messages, and letters.
• Manage time effectively to meet deadlines and ensure follow-through with tasks.
• Be responsive to customers and university staff, providing timely and accurate information.

Client/Customer Service:

• Create a welcoming and student-focused environment, providing solutions to problems and assisting students, families, and staff with their needs.
• Facilitate a smooth enrollment experience by answering cross-departmental inquiries within Enrollment Management.

Communication:

• Solely responsible for answering all communication channels for the Office of Admissions, including the main department email and phone line.
• Ensure all emails are responded to within 24-48 hours.
• Return voice messages promptly and handle inquiries professionally.
• Print and scan high school and college transcripts into the office’s Customer Relationship Manager ( CRM ) for processing.

Problem-Solving:

• Utilize the university’s knowledge base to answer questions, address complaints, and resolve problems with limited direction.
• Think quickly and efficiently to provide accurate information and solutions.

Information/Records Administration:

• Handle sensitive student information with strict adherence to data integrity standards and state and federal privacy policies.
• Maintain accurate records and ensure confidentiality of all information.

Qualifications:

• Strong organizational skills and ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.
• Ability to respond promptly and professionally to inquiries.
• Experience with data management and familiarity with CRM systems.
• Knowledge of state and federal privacy policies and data integrity standards.
• Bachelor’s degree or equivalent experience preferred.

Why Join Us?

• Be a part of a team that plays a crucial role in shaping students’ future.
• Collaborative and supportive work environment.
• Competitive salary and benefits package.
• Opportunities for professional development and growth.

How to Apply:


Join us at WSSU and contribute to a positive and efficient admissions process that helps students embark on their academic journey!

Primary Function of Organizational Unit

The primary function of the Office of Admissions is to achieve and maintain the university’s optimum recruitment rates. In conjunction with this function, the Office of Admissions develops programs to market the University and provide access to qualified candidates. The department also aims to enroll students with a profile that equips them to meet the university’s challenges.

Position Information

Position Number

121066

Competency Level

Journey

Working Position Title

Admin Support Specialist

Building and Room No.

Thompson Center 206

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

8am - 5pm Monday through Friday, with occasional evening and weekend hours

Hours per week

40

Months per year

12

Appointment Type

Permanent Full-Time

If Time Limited.

No

Appointment Length.

DHR Assigned Fields

FTE

40 hours/week

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 and one year of related office experience; or equivalent combination of training and experience.

Preferred Years Experience, Skills, Training, Education

High level of interpersonal, organizational, problem-solving, multi-tasking, and 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, primarily MS Excel. Previous experience in college admissions and knowledge of Customer Relationship Management ( CRM ) systems is preferred. Graduation from high school is required; some colleges preferred.

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

SPA00932P

Internal Posting Only

Time Limited Position

Appointment Length

Salary

$34,602 - $40,225

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

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, directly, and personally via tele-counseling, walk-in consultations, referrals, messages/memos/letters, and other means. The incumbent will need to manage their time and be able to meet deadlines effectively. The incumbent will be expected to follow through with tasks and be responsive to customers and university staff.

Percentage Of Time

15

Competency

Client/Customer Service

Describe the specific job duties related to this competency

This position is expected to be the public-facing first impression. The incumbent 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 facilitating a smooth enrollment experience.

Percentage Of Time

40

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 main 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

30

Competency

Problem Solving

Describe the specific job duties related to this competency

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

Percentage Of Time

5

Competency

Information/Records Administration

Describe the specific job duties related to this competency

This position deals with sensitive student information. The 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 (*).

1. Why are you interested in this position? What about this position is particularly attractive to you?
   
   (Open Ended Question)
   
   
2. Please describe any experience working in a high accountability metric driven environment.
   
   (Open Ended Question)
   
   

Applicant Document
Required Documents

1. Resume
2. Cover Letter

Optional Documents