Administrative Specialist, Undergraduate Admissions

Florida Gulf Coast University; Orlando, Fort Myers (FL, FL); On-site; USD 35,000 - 50,000; Full time

Job summary

Florida Gulf Coast University is seeking an Administrative Specialist for Undergraduate Admissions. This role involves providing customer service, managing administrative functions, and assisting with admissions processes. Candidates should have strong communication skills and relevant experience in a higher education setting.

Qualifications

• Requires high school diploma and four years of relevant experience.
• Experience with Microsoft Office and office procedures.

Responsibilities

• First point of contact for inquiries regarding admissions.
• Assists with admissions application processing and data entry.
• Maintains and updates electronic admissions records.

Skills

Communication

Organizational Skills

Customer Service

Education

High School Diploma

Bachelor's Degree

Tools

Microsoft Office

Workday

Ellucian Banner

Slate

Job description

Job Summary

The Administrative Specialist, Undergraduate Admissions provides excellent customer service and oversees the general administrative and office functions for Undergraduate Admissions. Connects visitors with Admissions staff members, conducts follow-up calls and confirmation calls. Answers questions about admissions applications, deadlines, and supporting materials and supports application and data processing.

Job Description

Typical duties may include but are not limited to:

• Serves as the first point of contact to internal and external audiences for Undergraduate Admissions and answers inquiries in a timely manner by e-mail, mail, telephone, and in-person.
• Updates and maintains shared calendar, including maintaining and updating Undergraduate Admissions Counselors' schedule on a monthly basis.
• Greets Admissions visitors, provides directions or information, and solves routine issues.
• Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance at the unit level.
• Answers general questions regarding residency procedures and appropriately directs complex questions to the Residency Coordinator. Assists with Residency data collection and processing.
• Assists with the planning and execution of department sponsored campus-wide yield events, including event set up, preparation of materials, and event promotion.
• Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases.
• Assists with admissions application processing and special initiatives. Performs data entry to assist Processing team, including processing application cancellations/withdrawals and tracking and uploading application documents in relevant systems.
• Creates, maintains, and ensures electronic admissions records are complete, accurate, and up-to-date.
• Maintains and updates internal lists, such as internal department contact information and admissions materials inventory.
• Assists with preparation of promotional materials, including organizing and assembling of admissions packets.
• Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.

Other Duties:

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and four years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's Degree from an accredited institution in an appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Workday, Ellucian Banner or Slate.

Knowledge, Skills & Abilities:

• Knowledge of general office procedures.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
• Skill in completing assignments accurately and with attention to detail.
• Ability to accurately prepare and maintain records, files and reports.
• Ability to operate office equipment including personal computer, copy machine, fax machine, and calculator.
• Ability to operate personal computers with proficiency and learn new applications and systems.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Ability to think critically and make clear, well-reasoned and timely decisions.
• Ability to apply general rules to specific problems to produce answers that make sense.
• Ability to adapt quickly to changing situations and environments.

Pay Grade 13

This position is not eligible for sponsorship