Administrative Assistant I - Admissions Office

UMass Boston; Dartmouth (MA); On-site; USD 52,000 - 74,000; Full time

Job summary

An innovative educational institution is seeking a dedicated Administrative Assistant I to support the Admissions Department. In this role, you'll manage the application process, ensuring data accuracy and providing exceptional customer service to students and families. You'll collaborate with diverse teams, participate in recruitment events, and contribute to the success of students' academic journeys. If you're passionate about education and enjoy working in a dynamic environment, this position offers a fantastic opportunity to make a difference.

Benefits

Health insurance

Retirement plans

Tuition credit

Paid holidays

Qualifications

• Knowledge of office management principles and report writing methods.
• Ability to prepare charts, graphs, tables, and reports.
• Proficiency with office equipment and understanding of relevant laws.

Responsibilities

• Process undergraduate applications, ensuring data accuracy.
• Manage electronic transcripts and troubleshoot issues on platforms.
• Provide front desk coverage and manage inquiries.

Skills

Office management principles

Data interpretation

Effective communication

Analytical skills

Supervisory skills

Education

Two years of full-time experience in office management

Tools

PeopleSoft

Slate

Document Imaging

Parchment

Job description

POSITION TITLE: Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

SALARY: $52,449.02 - $73,712.34

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Perform functions of the application process according to established procedures. This includes decision-making, accounting, and a working knowledge of business processes. Input data into university student database systems, monitor electronic filing systems, and provide excellent customer service through constant contact with the public and campus community. Support student academic success and retention, aligning with strategic objectives for persistence and timely graduation.

SUPERVISION RECEIVED:

Direct supervision by the Director of Admissions; functional supervision from support staff in higher classification.

DIRECT REPORTING STAFF:

None

DETAILED DUTIES AND RESPONSIBILITIES:

1. Process approximately 11,000 undergraduate applications, managing documents and credentials, ensuring data accuracy.
2. Update student demographic information, review residency and citizenship documentation.
3. Update application data regarding program choices, admission decisions, deposits, and housing preferences.
4. Assign and proof admissions communications, update merit award data.
5. Manage electronic transcripts and credentials, troubleshoot issues on platforms like Parchment.
6. Correspond with students, families, high schools, and campus departments regarding application matters.
7. Perform data cleanup for census reporting using provided reports and queries.
8. Monitor application data transfer between systems like Slate, PeopleSoft, and Document Imaging.
9. Handle changes for matriculated students, including program changes and revocations.
10. Update prospective student data in CRM during peak seasons.
11. Provide front desk coverage, manage calls, emails, and walk-in inquiries.
12. Participate in staff development and meetings, contribute to office communication.
13. Maintain knowledge of enrollment processes from inquiry to enrollment.
14. Attend recruitment and yield events such as Open House and Accepted Students Day.
15. Assist with specialized tasks such as managing suspended records, art portfolios, refund processing, and international admissions correspondence as assigned.
16. Perform other related duties as required.

QUALIFICATIONS REQUIRED AT HIRE:

• Knowledge of office management principles and report writing methods.
• Ability to prepare charts, graphs, tables, and reports.
• Proficiency with office equipment and understanding of relevant laws, rules, and policies.
• Analytical skills for data interpretation and recommendation development.
• Effective written and oral communication skills.
• Ability to establish rapport and work harmoniously with diverse backgrounds.
• Supervisory skills including planning, training, motivating, and disciplinary actions.
• Sound judgment and discretion handling confidential information.

QUALIFICATIONS ACQUIRED ON JOB:

• Knowledge of laws, regulations, and procedures related to agency activities, forms, and federal/state regulations.

MINIMUM ENTRANCE REQUIREMENTS:

Two years of full-time experience in office management or related fields, involving purchasing, personnel, budgeting, or similar functions, or equivalent combination of experience and substitutions.

OTHER DETAILS:

Department: Admissions Dept.

Number of Positions: 1

Internal/External Posting: Yes

Salary: $52,449.02 - $73,712.34

Hours: Monday - Friday, 9am - 5pm

Grade: #15

Union: AFSCME

Benefits include health insurance, retirement plans, tuition credit, paid holidays, and more.

Applicants must be authorized to work in the U.S. Full-time employment only; visa sponsorship not available.

Application materials: letter of interest, resume, references. Internal deadline: May 12, 2025. Applications reviewed until position is filled.