Admission Operation Specialist/ Coordinator of Events

Wheaton is a leading private, coeducational, liberal arts college of 1800 students located in Norton, MA and within easy commuting distance of Boston and Providence.

Posting Details

Posting Details

Posting Number:

0600903

Position Title:

Admission Operation Specialist/ Coordinator of Events

FLSA:

Non-Exempt

Job Type:

Full-Time

Staff Term:

12 Months

Staff Work Schedule (hours/dates):

Monday - Friday, 8:30am - 4:30pm

Academic Year Schedule (dates):

Faculty Term:

Position Type:

Staff

Department:

Admissions

Job Summary/Basic Function:

Wheaton College is seeking a full-time Admission Operation Specialist/ Coordinator of Events reports to the Director of Admission. Exact title and salary will be commensurate with the level of experience of the successful candidate. Incumbent serves as a key member of the Office of Admissions operations staff to meet the division’s evolving goals and objectives. The successful candidate will demonstrate a high level of technological competency while working collaboratively among a dynamic and fast-paced enrollment organization.

ESSENTIAL JOB FUNCTIONS :

• Primary operations contact for in-person and virtual event logistics and organizer of College Fair Invitations.
• Serve on the Admission Event Committee responsible for coordinating and providing functional support to the on-campus and virtual events. Provide operational support for all special on-campus and virtual events including the annual Welcome to Wheaton Day, Open Houses, Preview Days, counselor programming, overnight experiences, special Saturday programming, and virtual programs for prospective and admitted families.
• Specific event management responsibilities include managing a database of registrants; data collection and reporting, reserving locations via the campus scheduling software; securing zoom platforms for virtual programming; coordinating with other campus offices for food, facilities and technology support; preparing registration materials (i.e. welcome package and program agenda); overseeing the accurate coding and follow up for attendees (and non-attendees); sending event survey to attendees; preparing and working with outside vendors, as needed and creating and maintaining an event project planning/timelines and checklist for all key Admission Office events.
• Supports the college fair coordinator with the college fair process, including but not limited to: maintaining database, the registration, facilitate payments, and scheduling of college fairs, maintaining and managing records of college fair outcomes, analyzing results and communicating them with admission staff and alumni volunteers, coordinate delivery of college fair materials to alumni volunteers and counselors. Seeks to continuously improve efficiencies in the processing of college fairs and the uploading of new leads utilizing the departments CRM ( SLATE ) to achieve optimal processing.
• With other Admission Operations team members: manage incoming mail, counselor database, data entry and data imports; process, scan, and verify applications (and related materials), transcripts, standardized testing, and admission decisions; and respond in a timely and professional manner to all general inquiries from prospective students and parents, as well as school officials, related to Wheaton’s application process.
• Provide front desk support (as needed), not limited to, answering incoming phone calls, and exemplify excellent customer service for division and in coordinating visits and welcoming prospective students, parents, and other visitors to the Office of Admission.
• Provide routine administrative support to Admission Officers that might include mailings and promotion (mail and email) of travel events, and support for various special events and projects as needed.

OTHER DUTIES AND RESPONSIBILITIES :

• Provide on-going support to counselor(s) during travel and reading season through the admission buddy program.
• Support Student Employment Supervisor, serving as a back-up in the coordinator’s absence to handle student employment related issues/inquiries.
• Work on designated Saturdays, in rotation with other staff, as needed. Represent Wheaton during weekend and evening admission programs. Work one day during the College Holiday Break, as needed. Be available (on-call) for possible weekend work during key peak periods.
• Perform other related duties as required or assigned by the Director of Admission.
• Explore ways to utilize technology to make the office operations more efficient and effective.

Minimum Qualifications:

• High school diploma required; Bachelor’s degree preferred.
• At minimum, duties require knowledge of administrative skills equivalent to the completion of a Bachelor’s degree and one to three years of related experience; or the equivalent combination of education and experience.

Preferred Qualifications:

• Working knowledge of current office procedures, practices, and technology software and systems, as well as a demonstrated record of using technology to improve efficiency.
• Proficiency with computers required, and experience and with databases and productivity applications (e.g. Microsoft Office Suite, Slate, Banner, Google Office Suite, and Qualtrics) strongly desired.
• Ability to work independently while operating effectively within a team in a fast-paced, customer service environment with patience; flexibility; a positive attitude; and strong organizational, interpersonal, diplomatic, negotiation, leadership, customer service skills.
• Eagerness to assume new responsibilities.
• A high level of energy and a can-do attitude.
• Possess diplomacy, tact, and knowledge of College-wide operations.
• Sound judgment, and a clear understanding of and discretion, with the handling of personal and confidential information is essential.
• Excellent organizational, interpersonal, customer service, and written and oral communication skills, as well as accuracy and attention to detail are strongly desired.
• Willingness and ability to prioritize and manage multiple tasks against tight deadlines, serving as a close collaborator with teammates in the division and across campus, and work in an office with a high level of customer service is expected.
• Demonstrated commitment to supporting diversity, equity and inclusion is essential.

Physical Demands

• Standard office environment, not subject to extremes in temperature, noise, odors, etc.
• May spend extended periods at the terminal, on the telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
• Regular interruptions to assist staff, faculty, and students.
• May require bending, lifting and carrying of mailing materials and office supplies.

ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement

Wheaton is a private coeducational liberal arts college within easy
commuting distance of Boston and Providence. We have nearly 1,700
undergraduates from 40 U.S. States and more than 70 countries. Nearly 23%
of our undergraduates are U.S. students of color and 11% are international
citizens. Wheaton College is an equal opportunity/affirmative action
employer and does not discriminate against any individual or group on the
basis of gender, sexual orientation, gender identity or expression, age,
race, color, religion, national origin, veteran status, genetic
information, or disability. In a continuing effort to maintain and enrich
an intellectually diverse learning environment, the Department and the
College actively encourages applications from women and members of
underrepresented groups.

Posting Date:

06/01/2022

Closing Date:

Open Until Filled

Yes

Contact(s):

Office of Human Resources

Contact Phone/Extension:

508-286-8206

Contact Email:

careers@wheatoncollege.edu

Contact Fax

Special Instructions to Candidates:

To prevent the infection and spread of COVID -19 and as an integral part of our public health and safety measures, Wheaton College requires that all successful applicants hired provide proof of full vaccination for COVID -19 at the time of employment, unless an exemption from this policy is requested and approved. Applicants believing that they need an accommodation of this policy because of a disability, medical condition, or sincerely-held religious belief should inform the Office of Human Resources after an offer of employment is extended.

Wheaton College is embracing a flexible approach to the workplace and has established an alternative work arrangements policy. This policy seeks to provide options for alternative work arrangements that include remote, hybrid and flexible schedules. Depending upon the nature of the position, some departments may be able to support their employees in establishing work arrangements under this policy that balance on-site work with some remote work and as such, candidates are encouraged to explore these options with the hiring manager when interviewing.

References
Supplemental Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents

1. Cover Letter
2. Resume

Optional Documents

1. List of References