Admissions and Records Representative Job Springfield area,Illinois USA,Administrative/Clerical

Position: Admissions and Records Representative (2755)
Description

The individual in this position provides specialized secretarial support for the Director of Admissions and the Office of Student Affairs.

* This position is ON SITE only*

#IND1

Examples of Duties

Demonstrates, by actions, commitments to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnerships; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

Assists the Director of Admissions in all aspects of the admissions process and in the coordination of sensitive and confidential admissions-related communication and documents.

These duties include scheduling admission applicant interviews, and creating admission files, distributing pertinent information from applicant files to interviewers, and handling of all interview-related problems.

Responsible for maintenance of all admission applicant files and records.

Responsible for receiving of the supplemental applications and merging re-applicant files with current files, types monthly Admission Committee minutes.

Communicates with applicants by telephone and correspondence regarding the status of their application and scheduling of interviews.

Responds to inquiries for general admissions information by telephone and email.

Coordinates travel for the Director of Admissions and makes necessary arrangements for conference registration, hotel accommodations, transportation, etc.

Prepares and processes travel reimbursement forms for the Director of Admissions and prepares all invoice vouchers and deposits related to admissions functions.
Works with front desk support person for Office of Student Affairs by serving as a medical school liaison for student, faculty, and all visitors. Answers inquiries and provides assistance concerning questions of the Office of Admissions and Office of Student Affairs.
Works with Registrar on maintaining permanent student records
Supervises and coordinates the catering of special Admissions Committee meetings
Assists the Director of Admissions with recruitment functions as needed
Serves as the head back up applicant tour guide for the Student Ambassadors' group and reports any student ambassador absences to the Director of Admissions
Works as the support person to back up the front desk Office of Student Affairs Secretary for lunch coverage, answering phones, etc.
Backs up Director of Admissions during interview days where Director may be absent, serves as applicants point of contact when Director may be out.
Assists Director of Admissions in preparations with annual white coat ceremony
Under the supervision of the Director of Admissions, who reports to the Associate Dean for Student Affairs and Admissions, who reports to the Dean of SIU School of Medicine, provides secretarial support when needed for other staff.
Other duties as assigned

PERCENTAGES OF TIME DEVOTED TO THE PREVIOUS ACTIVITIES

Admissions

Activities:

80%

Special Student Events: (ie, White Coat) - 5%

Public Contact - 5%

Back up reception desk - 10%

Qualifications

Credentials to be Verified by Placement Officer

High school diploma or equivalent.

Any one or combination totaling two (2) years (24 months) from the categories below:

course work in any discipline as measured by the following conversion table or its proportional equivalent:
- 30 semester hours equals one (1) year (12 months)
- 60 semester hours or an Associate's Degree equals eighteen months (18 months)
- 90 semester hours equals two (2) years (24 months)
work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Knowledge, Skills & Abilities (KSA's)

Knowledge of principles and processes for providing customer service.

Knowledge of basic math, algebra, statistics, and their applications, as needed.

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.

Knowledge of electronic equipment, computer hardware and software, and their applications.

Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.

Ability to understand implications of new information for both current and future problem-solving and decision-making.

Ability to exhibit strong organizational skills and maintain…