OFFICE MANAGER

SUMMARY OF RESPONSIBILITIES

The Office Manager is responsible for overseeing the day-to-day duties of the admissions office and managing the processing and data input of all incoming applications and inquiries for the Office of Admissions and Recruitment. The incumbent reports to, and works in collaboration with, the Director of Admissions and Recruitment in matriculating potential students from inquiry to the admitted student, managing external communications, managing applicant files and updates, and fiscal and travel paperwork/processing. The incumbent will coordinate and implement specific functions to support the admissions office. The incumbent serves in a data-processing role, performing duties related to application processing and data maintenance of all new applicant files by updating and maintaining records for prospective students. The incumbent will be required to process a high volume of data entry and develop and maintain a detailed tracking and correspondence system. Support the mission, vision, and core values of IAIA.

ESSENTIAL POSITION FUNCTIONS

· Plans, organizes, maintains, and manages the operations of the admissions office- application processing, student ID machine, and main campus phones.

· Develops, recommends, and organizes Admissions office policy and procedures, in collaboration with the Director of Admissions and Recruitment, about the admission of students including new, transfer, readmits, and non-degree; works with MFA program directors on graduate level admissions.

· Manages the data entry and maintains incoming application documents utilizing the student Information system.

· Generate admission document tracking reports and applications using the “Student Information System and contact prospective students regarding missing documents.

· Respond to and track all inquiries and contact prospective students via phone and email.

· Manage the application processing from initial inquiries to final admissions in compliance with minimum requirements.

· Provide exceptional communication skills via email, in-person, and over the phone.

· Collaborate closely with Recruiters concerning applicant files and updates.

· Maintain records of travel processing paperwork and receipts adhering to IAIA fiscal policies and procedures.

· Oversee and process identification cards for the campus community (staff, students, faculty, etc.).

· Manage office supply orders.

· Function as a super-user for the Admissions module with the campus “Student Information System”.

· Comply with the Admissions and Recruitment goals and objectives of IAIA’s Enrollment Management Plan, per the guidance of the Admissions Director.

· Collaborate with the Director of Admissions and Recruitment to complete, revise, and improve the application processing efforts, to increase enrollment as detailed in the Institutional Strategic Plan.

· Provide timely and accurate status reports to the Director of Admissions and Recruitment and staff, as well as to key departments at IAIA.

· Assist with scheduling campus tours. Occasionally assist with guiding campus tours.

· Other duties as assigned.