Admissions Assistant

Position Summary:

The Admissions Assistant is responsible for coordination of all admissions office functions including office visits, supplies, processing prospective student paperwork, and serving as quality control for admission processes.

Primary Responsibilities:

• Input paper applications and inquiry cards and process electronic applications and requests for information.
• Scan and process Admissions paper and electronic mail including applications, ACT/SAT test scores and transcripts daily and save documents to Admission e-file.
• Backup for campus-wide paper mail distribution.
• Coordinate and schedule campus tours.
• Provide any needed assistance with on campus events.
• Put packets and promotional merchandise together for recruitment events.
• Answer incoming phone calls to Admissions and serve as back-up for main switchboard.
• Assist any students, visitors, entering the Admissions office.
• Oversee, assist and administer placement testing in the Admissions Office. Manage remote testing vouchers.
• Inventory and stock office supplies, equipment and promotional merchandise. Work with Marketing and vendors to replenish materials as needed and order new materials.
• Ensures compliance with Business Office procedures for purchasing, expense reports and budget allocations.
• Serve as back-up in processing graduate education applicants in conjunction with KTA, including receiving and processing documents, answering questions about the state of files, and packaging applicants when ready for review.
• Process FAFSA imports and assign new accounts to Admission Representatives.
• Track accepted students daily and enter in CAMS. Follow processes to input students into system and track their documents. Perform quality assurance on all student being entered into CAMS system, double-checking representatives’ documents to ensure nothing is missing.
• Generate and send daily “Newly Admitted Students” to Admissions team and Registrar.
• Update student status as needed per instruction from Admissions, Registrar, or Advising.
• Update any documents received for already Accepted students by adding it to Doc Tracking and the “New Docs Received” list. mail to Registrar and advising Adequately triage and manage multiple tasks, particularly around seasonal deadlines.
• Work with accepted international students to review required immigration paperwork.  Issue I-20s and send ‘welcome’ packet electronically to new international students.  Serve as back-up to Director of International Programs regarding travel signatures.
• Other duties as assigned, including special priority projects.

Reports to:  Senior Administrative Assistant for Enrollment and Academic Affairs

Qualifications:

• Excellent written and oral communication skills
  • Proficiency with MS Office suite, Adobe Pro
  • Confident interpersonal and customer service skills
  • Superior clerical skills
  • Strong analytical skills with attention to detail and accuracy
  • Ability to work independently with minimal supervision or reminders to complete tasks.
  • Adherence to professional ethics including confidentiality
  • Punctual and industrious work habits
  • Ability to prioritize myriad duties and establish the best order of operations in dynamic environment, and manage frequent time crunches.

Terms of Employment:

         Full benefits, letter of employment, Full-Time, 12 months.

         Non-exempt position, 40 hours/week, Monday-Friday 8:00 a.m. – 5:00 p.m.  

Work Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Work is normally performed inside under normal office conditions and employee may be exposed to varying temperatures, humidly and moderate noise.

Work requires:

• Keying data into computer repeatedly during an 8-hour shift.
• Ability to lifting/carrying and pushing/pulling a minimum of 30 lbs.
• Reaching/handling of various equipment repeatedly during an 8-hour shift.
• Walking up and down stairs and hills across campus multiples times a day.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made upon request regarding the work environment and physical demands to enable individuals with disabilities to perform the essential functions.    

To Apply:

Please complete Employment Application and send resume and cover letter to Susan Backofen at sbackofen@thomasu.edu