Administrative Assistant, Enrollment Management

Administrative Assistant, Enrollment Management

Under the direction of the Vice President of Enrollment Management, the Administrative Assistant for Enrollment Management is responsible for the coordination of overall office support functions of the department of Enrollment Management, a responsibility which entails providing support to the Vice President of Enrollment Management. Additionally, the Administrative Assistant will provide project management support to the AVPEM for Financial Aid, Dean of Admission, Continuing Education and Graduate Studies, and assist with recruitment events and daily visitors.

1. Administrative and project management support to the Vice President of Enrollment Management

• Maintain the calendar of the Vice President of Enrollment Management (VPEM);
• Provide routine administrative support and coordinate logistics related to the various committees as they relate to Enrollment Management;
• Support the VPEM in developing and maintaining systems an enrollment dashboard;
• Support event management including Open House events, Accepted Student Day, and assists other areas on campus with events as needed;
• Attend meetings to take minutes including when applicable;
• Assist with maintaining portal web content;
• Support the VPEM in developing materials (memos, power point presentations, reports);
• Maintain budget, submit purchase orders, and maintain record of purchases for Enrollment Management Department.

2. General administrative support to the members of Enrollment Management Department

• Act as the main point of contact for Faculty, Staff and visitors of the Office of Enrollment Management;
• Provide general oversight for the efficient operation of the Enrollment Management Office through assisting with room reservations and meeting coordination, copying, and coordination of School Dude requests as needed;
• Coordinate the general care and maintenance on office equipment such as: copier, printer, computers, and telephones;
• Inventory and order office supplies and equipment for the Office of Enrollment Management as needed.

3. Admission Main Telephone Line

• Answer incoming telephone calls for the Admission Office and direct appropriately;
• Answer incoming telephone calls for the College & direct appropriately to other departments;
• Respond to questions or concerns if appropriate and able;
• Demonstrate ability to answer and forward calls from a multi-line telephone.

4. Manage Admission Calendar & Salesforce Appointments

• Schedule and confirm prospective student tours and interviews in Outlook and Salesforce;
• Assign daily appointments to staff members and provide them with applicable documentation, such as credentials, application information and status of student. Add necessary appointments to the Tour Guide Outlook calendar;
• Utilize the Outlook calendar and office travel schedule when coordinating appointments;
• Accommodate all visitors who arrive to the Admission Office without an appointment;
• Schedule appointments with the Program for Advancement of Learning (PAL) and Athletic Department, when applicable;
• In a timely manner, update the visit status of all daily admission visitors in Salesforce by marking them as 'confirmed,' 'attended,' 'no show,' 'cancelled,' 'reschedule,' etc.

5. Provide High Quality Customer Service to Admission Office Visitors

• Serve as the primary greeter at the front desk and on the telephone for all visitors, students, parents, faculty, staff, alumni and others. Check guests in for appointments as necessary;
• Via telephone and email, respond to all questions, comments, issues and concerns knowledgeably and in a timely and supportive manner;
• Ensure that appointments, information sessions and tours are beginning on time;
• Maintain the Reception area supplies and publications for prospective students and guests.

6. Manage the ADM Inbox

• Organize emails and voicemails into folders and forward them to the appropriate staff members and departments;
• Respond to emails that pertain to your job responsibilities.

Additional Functions:

• Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy.
• Perform other related duties as assigned by the VP of Enrollment Management or their designee.

Essential Characteristics:

• Exhibits a high degree of initiative for bringing tasks to successful completion and succeeding in achieving stated goals.
• Expresses oneself clearly, purposefully and effectively both written and verbal context. Possesses excellent organizational and time management skills to achieve optimal results.
• Demonstrate positive attitudes and positive actions through a display of courtesy, congeniality, cooperation, sensitivity and professionalism to deal with a variety of individuals.
• Ability to function independently, attention to detail, work under pressure, and prioritize multiple projects.

Minimum Qualifications:

• An Associate's degree is required.
• A minimum of two to five years office administration experience.
• Excellent interpersonal skills to…