Administrative Assistant I - Online & Continuing Education

POSITION TITLE: Administrative Assistant I      

AGENCY: University of Massachusetts Dartmouth

SALARY: Grade 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Serves as the department liaison dealing with all aspects of admissions and student records for the online and continuing education graduate population. The primary liaison with the Graduate Studies, Financial Aid, Student Service Center, Bursar’s and Registrar’s office for OCE online programs. Maintain the internal database for OCE application data, statistics and planning. Serve as the OCE liaison with (SoftDoc) Document Management, Slate and Peoplesoft staff in Shrewsbury regarding student records, admissions and student correspondence. Perform all functions of the admissions process according to standard, established procedures. The work performed in this position involves a substantial degree of decision making, accountability, and excellent computer skills. Providing excellent customer service is a primary goal. Required to travel to other University locations for meetings, training, or other program related activities.

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: Receives direct supervision from the Director of Admissions & Operations.

DIRECT REPORTING STAFF: None      

THEIR STAFF: None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Perform the all admissions processing functions (e.g. entering applications, entering student transcripts, entering transfer credits, changing academic plans, student communications, etc.).
• Communicate through various methods with applicants about general and specific policies and procedures and the interpretation of the admission decisions to ensure accurate realization of the decisions; communicate to applicants promptly, correctly, courteous, and confidentially.
• Serve as a secondary point of contact in the office and answer telephones, greet visitors, respond to inquiries, process inbound and outbound mail, etc. Troubleshoot needs of students/parents and provide information, schedule appointments, make referrals, etc.
• Assist the Enrollment Specialists with weekly outreach and follow-up to OCE graduate inquiries and applicants.
• Serve as a liaison with Shrewsbury to stay current with student records and admission functions in PeopleSoft, Slate and  Document Management, which includes online application communications from the testing stage to actual production.
• Liaison with the University Graduate Admissions, Financial Aid, and Registrar’s office for OCE student record issues.
• Coordinate with the Admissions/Registrar’s office regarding OCE student status regarding revokes, withdrawals and readmission into the university.
• Communicate with online program coordinators, enrollment specialist, and student support advisors concerning applicant status and OCE inquiries as necessary.
• Maintain the internal database for OCE application data, statistics and planning.
• Maintain and update the Massachusetts.edu database; graduate program information and term course listings.
• Maintain and update graduate admission letter templates – including the addition of new programs/options, contact information and all other required changes.
• Provide proactive communication (via email, phone, and letter) using the CRM with inquiries and applicants.
• Perform administrative and clerical duties for OCE, including, but not limited to processing correspondence, maintaining the departments calendar/schedule, maintaining files, processing forms, etc. Assist with all aspects of OCE services.
• Provide administrative support to the Enrollment Specialist with recruitment scheduling and appointments.
• Accept application fee and forward to Bursar’s office. Work with Bursar’s office in reconciling application fee payments, chargebacks, and refunds.
• Generate registration and enrollment number reports in Summit for all OCE courses.
• Assist with updating and maintaining OCE manager site for posting courses and registration dates for all OCE courses.
• Request syllabi from faculty for courses and posting to OCE website.
• Will assist as a backup to OCE Admissions Administrative Assistant II as needed.
• Will assist as a backup to OCE Administrative Assistant II as needed.
• May assist with the distribution of student course evaluations to Deans and Department Chairs.
• May assist with the scheduling of classrooms, updating room changes on electronic database.