Administrative Assistant - AZ - Admissions

The Administrative Assistant provides front‑line reception and administrative support to the Office of Admissions, ensuring a welcoming environment and efficient daily operations.

Reporting to the Associate Director of Admissions, this role manages reception coverage, phone and email communication, mail distribution, scheduling support, and CRM data entry.

The Administrative Assistant assists with interview‑day logistics, visitor services, and departmental social media efforts, contributing to a positive and student‑centered admissions experience.

Arizona Campus, 19555 N 59th Ave., Glendale, AZ 85308, USA

• Provide courteous and professional customer service to visitors, applicants, students, faculty, staff, and the general public.
• Serve as primary reception and telephone support, including high‑volume phone interactions with prospective students; route inquiries appropriately.
• Monitor and triage the General Admissions email inbox, ensuring timely, accurate communication.
• Support outgoing correspondence, confirmations, and general communication flow with prospective students and applicants.

• Assist with scheduling advising appointments, interview days, virtual and in‑person info sessions, and campus tours.
• Support interview‑day facilitation including check‑in, materials preparation, meal badge assignment, distribution and collection, room setup, and hospitality needs.
• Place and track orders for office supplies and food inventory for interview days and events.

• Process and distribute office mail, packages, and admissions materials.
• Complete accurate data entry and maintain applicant information in Slate and internal systems.
• Support general filing, document preparation, and records organization.
• Manage snack ordering and inventory for daily office use and interview‑day needs.
• Process and track orders for office supplies, Admissions folders, flyers, and printed materials.
• Oversee the Admissions Hotspot, including inventory tracking, safeguarding, assignment, and return documentation.
• Assist with replenishing supplies and maintaining organized storage areas.

• Assist with departmental social media tasks, including gathering content, posting updates, and supporting marketing efforts as assigned.
• Help assemble informational folders and materials for visitors, career fairs, and special events.

• Provide general administrative support to Admissions staff and complete other duties as assigned by the Director or Associate Director of Admissions.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must be able to work in a constant state of alertness and in a safe manner and have regular, predictable, in‑person attendance.

Must have a high school diploma or GED and 1–2 years of administrative support experience (required). An associate degree, certificate program, or 3–5 years of related experience is preferred. Experience in higher education, admissions operations, or a professional office environment is also preferred. Strong customer service, clear written and verbal communication, and the ability to work effectively as part of a team are essential.

Must demonstrate excellent written and verbal communication abilities, strong attention to detail, and a high degree of accuracy. The position requires reliability, the ability to multi‑task in a fast‑paced environment, and consistent professionalism when interacting with applicants, faculty, staff, and students. Evening or weekend work may occasionally be required during peak admissions periods.

• Customer Service & Reception
  —Provides professional, courteous support across in‑person, phone, and email communications; effectively triages inquiries and maintains a welcoming front office environment.
• Organization & Time Management
  —Manages multiple tasks, deadlines, and interruptions while maintaining accuracy and efficiency in a fast‑paced office setting.
• Administrative & Technical Proficiency
  —Competent with Microsoft Office and able…