Operations Assistant, Admissions

PURPOSE OF THIS POSITION:
The purpose of this position is to provide administrative support to the Office of Admissions. The primary responsibilities include establishing and maintaining data in the customer relationship management (CRM) computer system used by the Office of Admissions, maintaining electronic and/or paper files for prospective students, processing mail and materials received by and sent from the Office of Admissions, and assisting with projects as assigned. The position also includes responsibility to provide coverage for the Office of Admissions receptionist and the University switchboard operator, as assigned.

DISTINGUISHING CHARACTERISTICS:
It is essential that the individual have demonstrate a strong attention to detail and accuracy and be willing to assist with and share responsibility for tasks and projects across the Operations team support staff. It is also essential that the individual be able to work with data and information in a confidential manner.

ESSENTIAL DUTIES:
Please list in order of importance, with the first duty being the most important.

1. Develop and maintain proficiency in the Office of Admissions system. Develop proficiency in other systems used by the Office of Admissions, such as the student information system, as applicable for assigned projects.
2. Enter prospective student data into the system in an accurate and timely manner. This includes, but is not limited to, entry of inquiries, applicant data and applicant materials, and processing deposits.
3. Maintain student data in the system based upon documentation or information received for students’ records or based upon projects assigned.
4. Process student applications. Enter relevant information into the system, prepare necessary paper and / or electronic files for the student, and route to appropriate individual(s) as necessary based upon status of the student file.
5. Process supporting materials related to prospective student inquiries and applications.
6. Run basic reports and perform searches within the system.
7. Prepare and / or assist with preparation of various daily, weekly, monthly, and ad hoc reporting.
8. Process incoming mail for the Office of Admissions, including routing of mail to appropriate individuals within the office.
9. Process outgoing direct mail including generating mail labels and mailing list files, providing files and direct mail pieces to the mailroom, and addressing direct mail pieces.
10. Process payments for application fees and deposits and route to the appropriate individual(s). Effectively utilize systems needed to identify and process electronic payments.
11. Accurately and effectively perform various projects as assigned.
12. Share responsibility for providing Saturday morning front office coverage on a rotational basis (which is a shared responsibility of the Operational team support staff members, based upon specific job responsibilities).
13. Serve as a backup, as needed, for the Office of Admissions receptionist and the University switchboard operator. Answer phones, schedule appointments, greet visitors, answer questions, take messages, and direct calls to the appropriate individual.