Office Specialist Senior, Document Management

Admission Counselor Assistant 2 Non-Exempt

Job Family:
Student Recruitment and Admission

Time Type:
Full time

Position Pay Rate: $21.64 per hour

Job Profile

Summary:

Assists in initial evaluation of admission applications as well as initial transfer credit evaluation.

Job Description:

At Arizona State University, we measure ourselves not by whom we exclude, but rather by whom we include and how they succeed. In Admission Services, we are passionate about helping students find their right university fit and working together as a team to achieve our enrollment goals.

If you are solution-oriented, love helping people, believe in the transformative power of higher education and enjoy working in a fast-paced environment, then you will thrive in Admission Services.

This position has a leadership role within the Document Management Team within Admissions Services. The Office Specialist Senior provides the first line of support to student supervisors, student workers and temporary staff and assists with supervising the activities of this group. The document management team is responsible for all incoming admission documents which includes document intake, mail preparation, scanning, data entry of biographical data to match transcripts to students and the data entry of coursework from transcripts.

Documents include postsecondary and secondary records for both domestic and international transcripts and admissions related materials. The functions of this group are key to ensuring that all applicant materials are processed timely and accurately so that applicants may be reviewed for admission. An ideal candidate has experience with communicating goals, adhering to policy and procedures, motivating team members, assessing and tracking performance, and providing help to management, including helping with hiring, training and keeping management up-to-date on day-to-day functioning.

The responsibilities of the area are broad in scope and task-oriented, encompassing a wide variety of activities requiring agile shifts in priorities. The team works at a faster-than-average pace and requires leadership with the ability to help manage priorities to hit service and performance expectations and sustain results over time.

Essential Duties:

• Examines and evaluates foreign and domestic academic documents (secondary and post secondary)
• Assists with supervising, monitoring, or coordinating activities of student supervisors, student verifiers and temporary staff.
• Assists with new employee training and continuous training of student supervisors, student verifiers and temporary staff.
• Assists with hiring of student supervisors, student verifiers and temporary staff.
• Applies functional knowledge and responds to matters requiring comprehensive knowledge of department policies and procedures; researches and interprets a variety of information.
• Authorizes exceptions or clarifies policy within defined limits.
• Analyzes and resolves difficult personnel or system related problems.
• Coordinates or performs data collection, analysis, reporting, documentation and other duties to ensure accurate and timely processing.
• Recommends new or revised department policies and procedures; assist with coordinating and implementing approved changes; updates affected policy/procedure manuals and assists with communicating changes to the team.
• Maintains documents such as personnel records and training documents; ensures adherence to policy and procedures and monitors/checks for accuracy.
• Assist with coordinating, scheduling, and tracking progress of the team to meet departmental goals and service expectations.
• Responds to inquiries, complaints or problems and makes necessary adjustments of a non-routine nature.
• Acts as primary contact for assigned function with outside organizations or other departments and ensures necessary follow up occurs.
• Coordinates with other departments within Admissions Services or within ASU to resolve issues and accomplish goals.
• Develops and maintains effective working relationships with other departments.
• Works/assists with other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of policies, procedures and terminology within university admissions and document management.
• Knowledge of supervisory practices and principles.
• Evidence of effective communication skills
• Skill in the operation of a variety of office machines and technologies.
• The ability to prioritize time and actions to drive business results in a high volume and repetitive processing environment
• Tenacity…