Administrative Assistant, Enrollment Services

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Job Title: Administrative Assistant, Enrollment Services

Department: Enrollment Services

Division: Admission & Financial Aid

FLSA Status: Non-Exempt

Reports to: Senior Director, Enrollment Services & Registrar

Union: NA

Grade: 4

Hourly Rate: $20.22 - $24.73

General purpose: The Administrative Assistant, Enrollment Services provides direct administrative support to the Senior. Director Enrollment Services & Registrar and entire Enrollment Services team and is responsible for the smooth operation of the day-to-day activities of the unit. Specific responsibilities include but are not limited to organizing events supporting academic success, maintaining schedules/calendars, providing first-line coverage of the unit email inbox and phones, and coordinating with other College areas when necessary.

Summary of Essential Functions

• Work collaboratively with others within and outside of the Office of Enrollment Services to ensure the smooth operation of a fast-paced office.

• Provide excellent customer service to maintain the high level of professionalism at the College.

• Organize, maintain, and track calendars, schedules, meetings, travel, events and special projects with accuracy and effectiveness.

• Handle office projects as assigned with initiative, independence, and sound judgment.

Essential Duties & Responsibilities:

• Serve as initial contact, greet visitors, and respond to telephone, email and in-person requests for information

• Provide administrative support, including correspondence, answering phones, calendar management, filing, mailings, and meeting scheduling.

• Collaborate with relevant campus departments or external partners to implement Enrollment Services events, initiatives, programs and services. 

• Train and provide work direction to work-study students, assigning duties and reviewing work for accuracy and completeness.

• Coordinate inventory orders and office supplies, ensure good working order of office equipment, and initiate and follow up on department work orders.

• Oversee office mail operations, maintain mailing/label lists, and manage extensive files.

• Coordinate scheduling of external and internal meetings and conference room logistics (bookings, AV equipment, maintenance, food service requests, seating arrangements).

• Type, proofread, and distribute documents and administrative materials. Review and edit materials for completeness, accuracy, format, policy compliance, and appropriate English usage and grammar.

• Organize and maintain manual and electronic files, purging and archiving as appropriate.

• Make travel arrangements and process travel-related expenses, reimbursements, and department invoices.

• Communicate monthly updates about events or announcements to the student body.

• Assist with marketing Enrollment Services and initiatives to inform faculty, staff, and students about available resources.

• Coordinate Enrollment Services social media communication.

• Develop, implement, and perform special projects and surveys.

• Monitor progress of office projects and activities, ensuring compliance with timelines and requirements.

• Collaborate with academic departments, student life, registrar, and financial aid to meet academic success needs.

• Ensures leadership team is routinely communicating and meeting with tutoring, academic advising and academic success coaches.

• Perform other related duties as assigned.

Knowledge, Skills, and Abilities  

• Experience to be proficient in performing most or all work assignments. Ability to use standard office equipment. Thorough knowledge of office methods, procedures, and practices.