Administrative Associate for Admissions and Student Services

Position Title:

Administrative Associate for Admissions and Student Services

Position Type:

Regular

Hiring Range:

$22.02-$28.03 Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

POSITION PURPOSE
 

The Administrative Associate for Student Services and Admissions has the overall responsibility of managing the day-to-day operations for the Admissions and Student Services teams for the School of Education and Counseling Psychology. This in person role will also be responsible for managing the student services and enrollment office, including: Communicating with prospective and current students, assisting with logistics for events, organizing appointments and materials, and overall customer service for the two units.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communications and Processes:

• Manage the front desk and respond to respond to general questions from applicants and enrolled students through email, zoom/online, phone and in-person appointments.

• Manage the integrity of student application materials in Slate and materials submitted electronically and through the mail (e.g., update applicant checklist Slate, update applicants’ status changes, and send communications.

• Assist the Admissions team by responding to prospective student queries in a responsive and timely manner.

• Ensure adequate presence to meet with prospective students

• Assist Student Services with accommodations for students with disabilities.

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Student Services and Records:

• Work with Admissions and Student Services team to ensure a smooth student matriculation process.

• Manage the integrity of electronic and physical student records (includes running appropriate reports in Workday, filing documents for current and graduating students, ensuring newly matriculated students are enrolled).

• Support the accuracy of active student status in Workday (process discontinues, leave of absence. 

• Support the Student Services team with processing student forms (petition to graduate, permission to walk, transfer credits, waiver credits), student registration, and scheduling classrooms.

• Ensure adequate presence to meet with enrolled students.   

General Office 

• Deliver excellent customer service

• Provide office support for the Admissions and Student Services teams. 

• Assist with scheduling and calendaring for both teams

• Order and inventory supplies for Admissions and Student Services teams.

• Assist with classroom maintenance at beginning and end of terms.

• Assist with events planned by Admissions and Student Services teams

• Oversee reception area, greet walk ins and assist as needed

• Review admissions and student service website and suggest edits and updates to marketing team

• Serve as the first point of contact for visitors of Guadalupe Hall

• Answer telephone calls and greet walk-in admissions visitors, make referrals as appropriate.

• Maintains timely and effective communications about events via emails, social media, and other methods

• Direct inquiries to appropriate departments and offices  

• Communicate applicable deadlines and due dates to internal and external audiences.

• Maintain contact lists/directories for Admissions partners.

• Assist with tracking prospective students and applicants in the admissions database (Slate)

• Assist with communicating with candidates about their status and the documents needed.

• Assist with ensuring all candidate files are as complete as possible.

• Assist with reports and comparisons of enrollment numbers and track required Workday data and run Workday queries when required

• Ensure administrative support is provided to the Enrollment Management and Student Services team, including office supplies, copier, mail services.

• Assist Assistant Dean and Associate Director with website updates to the Admissions web pages

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