Duties Description According to Civil Service Standards, but particularly provide administrative, technical, and customer-service support to the Director of Admissions and the admissions team in the Office of Admissions. The incumbent will play a key role in ensuring efficient office operations, positive visitor experiences, and accurate data management within a fast-paced, technology-driven enrollment environment. Duties include but not limited to the following as below:
Administrative Support to the Director of Admissions-
Manage and maintain the Director's digital calendar, appointments, and scheduling workflow.
Organize and routes incoming correspondence, including email, digital documents, and physical mail.
Composes, types, and distributes meeting notes, correspondence, and reports.
Coordinate meeting logistics, including agendas, materials, and follow-up documentation.
Office Operations & Support-
Provide administrative and clerical support to the Admissions team in a timely and organized manner.
Maintain office-wide calendars, recruitment schedules, and staff availability using current scheduling software.
Tracks and maintain inventory of office supplies, printed materials, and promotional items; submit orders as needed.
Serve as the first point of contact for visitors and callers, offering courteous and accurate information and directing inquiries appropriately.
Greet and assist prospective students, families, and campus guests, ensuring a welcoming office environment.
Sets up and manages paper and electronic filing systems. Uses various information technology applications such as email, database, spreadsheets and word processing applications.
Coordinate travel logistics, including reservations and requests for state vehicles, following institutional travel procedures.
Maintain Admissions, Recruitment, and Student Ambassador budget records, tracking expenditures and preparing routine budget summaries.
Prepare and distribute monthly office activity reports and data summaries.
Communications & Outreach-
Assist in the planning, execution, and tracking of direct communication campaigns, including email, print mailings, and digital outreach.
Update and maintain mailing lists for high schools, counselors, community organizations, and partner programs.
Monitor general Admissions email inboxes, forwarding inquiries to relevant team members and ensuring timely follow-up.
Support the coordination of student-tracking projects, ensuring accuracy and data integrity across platforms.
Project Coordination & Special Initiatives-
Coordinate major mail distributions, digital campaigns, and cyclical admissions projects to ensure they are completed accurately and on schedule.
Support on-campus and virtual recruitment events as needed.
Assist with the planning, coordination, and execution of Open House, Accepted Student Days, and Orientation programs, including event logistics, communication, and day-of support.
Assist with onboarding, scheduling, and communication for Student Ambassadors.
Perform special projects and additional duties as assigned by the Director of Admissions to support recruitment and enrollment goals.