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Job Description Summary

The Administrative Assistant provides administrative support for the Office of Admissions and oversees the front reception area. Duties include clerical support as well as phone and personal contact with prospective students and families. The Administrative Assistant performs data entry, processes information and visitor requests, maintains files, correspondence, and reports as needed.

Job Description

DUTIES AND RESPONSIBILITIES: 

Note: The following duties are illustrative and not exhaustive. Responsibilities may evolve based on organizational needs, and similar or related tasks may be assigned as necessary. Management reserves the right to assign additional duties as required.

• Oversees the front reception area of the Office of Admissions and provides a welcoming and positive atmosphere for prospective students and their families.  Greets each student and family member accordingly. Makes sure water is stocked (and/or prepared) and offered to visitors. Responsible for assembling and managing gift bags that are given to students after tours.
• Provides main phone line coverage for the College and Office of Admissions.  Answers calls to main line and routes to appropriate departments and individuals. Answers incoming calls to Admissions and provides information about the application process, application requirements, and application status. Makes outgoing phone calls to prospects and inquiries to gauge interest in the College and assist in the early stages of applying.
• Processes requests for information from prospective students. Enters data in CRM system and assists in preparation of mailing communication plan items.  Communicates appropriately with students as needed via phone, email, text messages and through the CRM.
• Assists in management of record storage system (files, scans, etc.). Troubleshoots data record system and CRM system as needed. Provides specific data lists, statistics, and reports (prospective student data) as required.
• Makes appointments for campus visits (tours, portfolio reviews, speaking with admissions counselor). Answers routine questions and provides general information upon request; routes calls to other admissions staff members as needed.
• Monitors responses and attendance for both on-campus and off-campus admissions events. Relays expected attendance information to staff as needed.
• Supervises student workers (Admissions Ambassadors) employed by the Office of Admissions including hiring, training, approving timesheets, scheduling, assigning tasks, and overseeing task completion. Monitors Admissions Ambassador expenditures against budget. Manages Admissions Ambassador job descriptions and keeps listings current with Career Services Office.
• Tracks receipt of materials such as catalogs, brochures, postcards, posters, etc., and keeps office stocked appropriately for use in recruitment efforts as well as mailings to prospective students.
• Responsible for mailing materials to Admissions counselors on the road during travel season.
• Keeps track of inventory of publications and locations where stored. Works with Director of Operations to ensure materials are available for forthcoming recruitment event needs. Coordinates delivery between Mail House or Ringling College mailroom and admissions office/storage for mailings when necessary.
• Maintains order in file room and keeps all collateral and folder filing up to date.  
• Provides a variety of clerical and administrative support and performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Note: The following knowledge, skills, and abilities are representative but not exhaustive. Candidates may be expected to demonstrate additional competencies relevant to the role. Meeting the listed qualifications does not guarantee job placement or advancement.

• Ability to work independently, completing job duties, projects and assignments with general supervision. 
• Must possess a high level of interpersonal and human relations skills; ability to interact appropriately with a wide variety of personality types.
• Ability to communicate effectively, both orally and in writing, using proper English grammar and spelling.
• Demonstrated proficiency in data entry, Microsoft Office and email. Ease in usage of blogs and social networking preferred.  
• Ability to problem-solve, especially regarding data operations.
• Ability to work regular established hours of