Administrative Assistant II

POSITION TITLE: Administrative Assistant II

SALARY: Grade 17

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

The Administrative Assistant II (AAII) provides administrative support to the Admissions team, oversees and monitors the operations workload and workflow, and makes recommendations to improve efficiency of work processes. The incumbent identifies, proposes and initiates solutions for problematic issues and processes and disseminates and/or elevates for resolution. The AAII provides functional supervision, training, and assigns tasks to clerical staff and student employees.

The AAII aids with application processing, maintaining student records, and responding to inquiries from prospective students and their families, performing functions of the application process according to standard and established procedures. This work involves a substantial degree of decision-making, accounting, and a working knowledge of business processes and systems. The incumbent reviews, analyzes and inputs multiple data points/information into the various University student database systems, monitors complex electronic filing systems, and provides excellent customer service as a primary goal.

Follows the University's best practices to build and/or support student academic success and retention and assists in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED: Director of Admissions

DIRECT REPORTING STAFF: Functional supervision of 6-15 staff of a lower grade and student employees

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Provides guidance to and monitors the assignments of the Operations staff and suggests adjustments of work duties to ensure effective office operations, productivity, and quality of work.
• Maintains work/time off schedule for student workers.
• Processes, updates, and administers prospective student applications, credentials, and related documentation through the Admissions student system and electronic filing systems, ensuring application completeness and the accuracy of all student data.
• Updates bio-demographic student information within systems and reviews qualifying documentation.
• Updates application-related data to reflect program selection, entry term, student type admission decisions, including deposits and matriculation and housing preferences. Including but not limited to status changes, requests for program change, and processing of cancellations and refunds.
• Proofreads and assigns appropriate admission communications (e.g. decisions, Dean's letters, merit scholarship awards, Honors College, etc.), provides updates to merit award data, and assists in releasing decisions to applicants.
• Handles electronic transcripts and credentials received via independent, third-party systems, monitors parchment platforms, and troubleshoots issues encountered regarding such processes.
• In Cyber Source, processes and reconciles application fees and deposit refund requests.
• Leads inventory management for Admissions operation materials and supplies by creating, maintaining and processing supply orders, purchase orders and/or payments for invoices.
• Communicates, prepares correspondence for, and interacts frequently with internal and external constituents (i.e. students, families, counselors, campus departments, etc.) regarding application and admissions-related matters, when applicable.
• Aids with application and enrollment processes to prospective students.
• Leads and analyzes audit queries to ensure data consistency.
• Assists with tracking technology needs for the Admissions department.
• Assists in data cleanup throughout admissions cycle and collaborates with university constituents and system users on accuracy of data.
• Performs continuous monitoring and updating of application data and materials moving to and from the application system
• (i.e. Slate and other CRM) into system-wide student databases (i.e. People Soft and Document Imaging).
• Assist in managing and processing the workflow queues/bins in the CRM systems and emails to stay ahead and ensure consistent follow up with students' needs.
• Develops, maintains, and updates comprehensive job aids.
• Collaborates with other departments (i.e., Financial Aid, Registrar, etc.) on ensuring accuracy in application records is reflected in systems used.
• Provides updates on integration of data from one system to another and ensuring accuracy.
• Assists in staff development and administers in-service training to AA's below the AAII grade.
• Attend office staff meetings.
• Maintain strong knowledge of Admissions' enrollment processes, full admissions cycle from inquiry to enrollment, and
• related residency, citizenship, and visa eligibility requirements.
• Assists with and attends Admissions recruitment events (i.e., Open House and Accepted Students Day), as requested.
• Assists with tasks related to purchase requisitions, procurement, and budget operations.
• Assists in the hiring and training of student employees.
• Serves as back up to other…