Administrative Assistant I - Admissions Office

POSITION TITLE:  Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

SALARY: 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Perform functions of the application process according to standard, established procedures. This work involves a substantial degree of decision-making, accounting, and a working knowledge of business processes and systems. Input of multiple data points into the various University student database systems and monitoring of complex electronic filing systems. Provide excellent customer service as a primary goal which includes constant contact with the public and the campus community. Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED: 

Direct supervision -Associate Director of Admissions
Functional supervision from support staff in higher classification

DIRECT REPORTING STAFF:

Student employees

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Process approximately 11,000 undergraduate freshmen, transfer, and international applications generated through the admissions student system as well as corresponding documents and credentials associated with prospective student applications. Manage applications and/or credentials through electronic filing system and determining application completion and ensuring data accuracy.
• Update bio-demographic student information within system such as name, address, social security number, etc. Review qualifying documentation: possess an understanding of residency and citizenship criteria.
• Update application-related data to reflect program selection, entry term, student type admission decisions, including deposits and matriculation and housing preferences. Including status changes, request for program change, and processing of cancellations and refunds.
• Assign appropriate admission communications (e.g. Decisions, Dean’s letters, merit scholarship awards, Honors College, and more). Provide updates to merit award data. Proof assigned communications for accuracy during peak seasons.
• Manage electronic transcripts and credentials received via independent 3rd party systems. Monitor various parchment platforms and problem-solve issues encountered with regard to such processes.
• Correspond with students, families, and/or high schools guidance counselors regarding application matters when applicable. Communicate with representatives from other members of the campus community regarding admissions-related matters. Correspondence and interact frequently with other campus Admissions departments (e.g. Online and Continuing Education, College Now, and Graduate Admissions) and other enrollment or student-facing departments (e.g. University Enrollment, Financial Aid, and the University Registrar). Create documentation of correspondences when appropriate.
• Perform data cleanup throughout admission cycle for annual census reporting using provided reports and queries.
• Continuous monitoring of application data and materials moving to and from the application system (i.e. Slate) into system-wide student databases (i.e. PeopleSoft and Document Imaging.)
• Manage and process changes for matriculated students including change of program and admission revocations (ADRV).
• Process and update prospective student data into CRM during peak recruitment seasons.
• Provide coverage for front desk clerks when necessary; manage incoming calls and voice mail message responses, manage Admissions main email, and triage walk-in customers.
• Participate in staff development and in-service training at various times during the year. Attend scheduled office staff meetings to promote better communication and to recommend advice on the operations of the office.
• Maintain strong knowledge of enrollment business processes for aforementioned areas. Possess an understanding of a full admissions cycle from inquiry to enrollment.
• Participate/Attend various Admissions recruitment and yield events such as Open House and Accepted Students Day.
•  Administrative staff will be responsible for one or more of the following assignments. All Administrative staff will serve as back up for tasks including but not limited to: Manage and update suspended record in University student system of record; external organization and previously attended school records; manage CVPA art portfolio process including SlideRoom submissions including weekly review of reviewed submissions (by CVPA faculty), uploading score sheet to student record in Document Imaging; updating checklist and application status. When a