Administrative Assistant for Recruitment Travel & Alumni Admissions

Job Title: Administrative Assistant for Recruitment Travel & Alumni Admissions

Department: Admissions
Classification: Non-Exempt
Grade: 8
FTE/Working Schedule: 1.0

Position Overview:

Reporting to the Director of Admissions and working in close concert with the Alumni Admissions Representative (AAR) program, the Administrative Assistant for Recruitment Travel & Alumni Admissions is a full-time position charged with warmly, professionally supporting professional and alumni ambassadors as they promote the College in off-campus settings (80%).  This position also supports some campus visit reception duties and administrative assistant needs for divisional leadership (20%).

Compensation:

The expected starting hourly range for this position is between $22.40 and $23.60 Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Essential Job Functions/Responsibilities: 

• Support alumni outreach and recruitment, with specific attention to:
• Assisting the Alumni Admissions Representative (AAR) program, for both alumni volunteers and other college staff.
• Coordinating mailings and new materials re-ordering with Communications, as needed
• Ensuring accuracy of AAR data entered within Technolutions Slate and other campus systems, as needed.
• Support for off-campus Admissions recruitment efforts, with particular attention to:
• Processing invitations for college fairs, case-studies, or other specialized recruitment programs.
• Coordinating the circulation of these programs via Technolutions Slate, in close coordination with the Director of Admissions.
• Ensuring recruitment travel planning best-practices recordkeeping within Technolutions Slate.
• Serve as a backup public-facing receptionist, including:
• Front desk reception, including check-in, itinerary coordination, and answering visit questions.
• Answering phone calls and fielding email inquiries in the general inbox on a daily basis.
• Coordinating communication to ensure visitors, student ambassadors, divisional colleagues, and other campus partners understand their roles and responsibilities.
• Scheduling and/or support for group visits.
• Ensuring accuracy of data entered within Technolutions Slate.
• Provide periodic executive administrative assistance to the Director of Admissions and Director of Admissions Systems.
• General office support, such as:
• Partnering with relevant admissions colleagues to ensure that some specialized student employees receive the guidance and ongoing support they need to fully complete their work.
• Performing general office tasks (for example, compose routine correspondence, copying, collating, making deliveries, general office errands, etc.).
• Working to create and encourage an open, welcoming, and inclusive environment in admissions that actively supports students and their families to appreciate and grow with Carleton’s academic and cultural life and deep tradition in the liberal arts.
• Coordinating special projects/tasks and/or provides assistance to divisional programming and events as assigned.

Supervision Received and Exercised: 

Education/Experience/Skills: 

Required: 

• 3-5 years of similar office experience.
• Proven word processing skills.
• Polished interpersonal skills and ability to make all alumni and visitors feel welcome and heard.
• Ability to multi-task in a fast-paced, high-volume environment and to think on one’s feet.
• Ability to work independently as well as part of a team.
• Strong organizational, administrative, and time management skills in order to manage multiple projects and tasks.
• Enthusiasm for supporting a student body that is broadly diverse with regard to gender, race, ethnicity, nationality, socioeconomic status, sexual orientation, and religion, among other factors.
• A commitment to strengthening inclusion, diversity, and equity at the divisional and institutional level.
• Excitement to learn, innovate, and grow skills to match evolving needs, including an openness to staff and supervisor feedback.

Preferred: 

• A bachelor’s degree.
• Demonstrated comfort with MS Office and Google Workspace applications.
• Prior experience in higher education workplaces.
• Comfort reading, writing, and speaking in a language other than

Physical Requirements:

Must have the ability to understand and follow written and oral work instructions,