Principal Clerk

Position Information

Position Title

Primary Responsibilities

Reporting to the Director of Admissions Information Systems, the Principal Clerk, Admissions Front Desk/Reception will support the work of many aspects of the admissions process rence University, including recruitment, visitor experience management, event support, and daily scheduling. This position will have varied primary duties along with responsibilities shared with other members of the operations team. The position may require overtime work at various points during the year.

The successful candidate will possess strong communication, customer service, organization and time management skills. They will exhibit professionalism, good judgment, knowledge of when to ask clarifying questions, and a desire for continuous improvement in their assigned duties.

Regular hours will be Monday
- Friday from 8:00 a.m. to 4:30 p.m. (12-month position). This position will also work closely with the Executive Director of Admissions.

Visitor Experience and Reception

• Maintain a welcoming, inviting lobby environment by keeping the space tidy, organizing materials, and maintaining the hospitality and refreshment station for visitors
• Check in visitors, including prospective students and families, alumni, school counselors, and other stakeholders
• Create individualized itineraries for visitors who request additional experiences, i.e. meeting with a professor or coach, sitting in on a class, or connecting with a current student
• Maintain visit records in Slate CRM , and ensure timely updates of registration status
• Create welcome packets, generate welcome letters and nametags, and finalize other preparations for daily campus visitors
• Monitor and respond to SMS (text) messages in the Front Desk inbox in Slate CRM
• Monitor inventory and order additional supplies for the hospitality area in the main lobby (consumables, paper products, etc.)

• Align the shared admissions calendar with the Slate appointment calendar
• Enter all upcoming visits into Slate CRM , including tours, interviews, web interviews, and other events as needed and as determined by the Executive Director of Admissions
• Coordinate with admissions counseling staff and senior fellows for interview coverage and flow
• Generate daily visit lists for staff and student worker use

• Generate registration lists, nametags, signage, placards, and other materials for events
• Put together welcome bags with information for on-campus events
• Assist the Assistant Director for Admissions Events with event creation in Slate CRM
• Assist the Assistant Director for Admissions Events with room reservations, catering orders, and other event tasks
• Order printed materials, such as event schedules, from Office Services

• Coordinate daily tour assignments for admissions ambassadors and help to monitor their check-in and check-out process throughout the day
• Supervise the work of admissions clerical assistants while working at the front desk
• Approve hours for admissions ambassadors on a bi-weekly basis for payroll
• Work closely with the Ambassador Coordinator team to maintain expectations and enforce standards for the admissions ambassadors, especially during counselor travel

• Data entry of inquiry cards or walk-in visitor cards, or through phone calls with potential campus visitors
• Monitor and resolve issues with bad addresses in Slate
• Monitor and resolve duplicate records in Slate
• Answer the main admissions line and forward calls appropriately (shared responsibility with operations staff and executive secretary)
• Monitor the main admissions email account, forward messages appropriately, and respond to messages as needed (shared responsibility with the operations staff)
• Serve as a back-up for admissions material inventory
• Serve as a back-up to generate and assemble admission decision packets for admitted students, including printing letters, certificates, and envelopes, and assist with the packaging of decision materials as needed
• Assist in the hiring process for Admissions Clerical Assistants (ACAs)

Schedule:

Regular hours will be Monday
- Friday from 8:00 a.m. to 4:30 p.m. (12-month position).

• High school diploma (or equivalent) required;
  Associate's Degree in related field or a minimum of three (3) years experience in a high volume office environment with a focus on customer service required
• Excellent time management and…