Administrative Assistant for Admission

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman’s vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.  

 

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college’s working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

The Administrative Assistant for Admission provides essential support to the Admission Office by managing application materials, data imports and communications within the Slate CRM. This position ensures the accuracy and efficiency of admission processes, assists with counselor and athletic packets and supports daily office operations. This position reports to the Director of Admission Operations.

PRINCIPAL ACCOUNTABILITIES

Application & Data Processing (40%)

• Coordinate data set uploads received from testing agencies and lead-generation vendors; including primary responsibility of importing test scores: SAT/ACT/AP.
• Perform data entry of counselors and prospective students into a Customer Relationship Management (CRM) database.
• Manage import and credential documents.
• Assist with application verification.

Communication & Correspondence (25%)

• Respond to inquiries in the Admission inbox using approved messaging templates and guidelines.
• Assist with communication updates, mailing list corrections and USPS correspondence imports in Slate.
• Coordinate with the Communications team on addressing data inconsistencies and record updates.

Visit Support (20 %)

• Provide clerical and logistical support for campus visits,  athletic visits and group tours.
• Assemble and track counselor and athletic packets, maintaining accurate headcounts and delivery schedules.
• Provide front desk coverage as needed, greeting visitors and assisting with inquiries.

Office Operations & Team Support (15%)

• Provide administrative and project-based support to the Director of Admission Operations and Admission Officers.
• Serve as backup for clerical and operations staff during peak seasons and absences.
• Assist in maintaining office documentation, guidelines, and process updates to ensure consistency and efficiency.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Computer skills including Windows, Microsoft Office Suite, Google Docs and the ability to learn departmental software systems. 
• Strong clerical and time management skills.
• Analytical, organized, and judicious in performing a variety of tasks.
• Attention to detail. 
• Ability to work quickly, accurately and on deadline.
• Ability to positively and actively contribute to the College’s core values of diversity, equity, inclusion, antiracism and access. 
• Willingness to take initiative and seek additional projects as time allows.
• Discretion in dealing with confidential information.

MINIMUM QUALIFICATIONS

• Associate’s Degree OR 2+ years of relevant experience.
• OR a combination of relevant education, training and experience.

PREFERRED QUALIFICATIONS

• Prior experience working in higher educati