Administrative Support Specialist I - Administrative Support Specialist Sr

Oklahoma-State-University; Stillwater (OK); On-site; USD 21,000 - 28,000; Full time

Job summary

Oklahoma State University is seeking a proactive Administrative Support Specialist to provide front-line customer service for prospective students and families, faculty, staff, and guests at the Office of Undergraduate Admissions and Recruitment.

The role requires handling inquiries via walk-ins, email, and phone, providing accurate policy information, and coordinating tours with academic units. A high school diploma or GED is required, with potential substitution by post-secondary education.

Qualifications

• High School/GED required; degree must be conferred by start date.
• Administrative Support Specialist I: 1 year clerical/customer service experience.
• Administrative Support Specialist II: 2 years clerical/customer service experience.
• Senior Administrative Support Specialist: 3 years clerical/customer service experience.
• Experience with Microsoft Office products, including Outlook, Word, and Excel required.
• Ability to work well in a team environment and provide exceptional customer service, including heavy traffic, multi-line phones, and emails.

Responsibilities

• Demonstrate initiative to ensure customers are served quickly and accurately.
• Ensure exceptional customer service for walk-ins, email inquiries, and phone calls.
• Provide accurate information and interpret policies for admission, orientation, housing, and scholarships/financial aid.
• Stay up-to-date with OSU information and operations for Admissions and Recruitment.
• Maintain front office training resources and CRM data (Slate).
• Communicate application status effectively using Slate and related tools.
• Assist in coordinating prospective tour appointments between Admissions and academic units.
• Support research for information requests for the department.
• Maintain confidentiality of student information and support daily tour communications.

Skills

Administrative support

Customer service

Microsoft Office

Teamwork

Multi-line phone

Education

High School Diploma or GED

Bachelor's Degree

Tools

Microsoft Office Suite

Outlook

Word

Excel

Job description

Campus

OSU-Stillwater

Contact Name & Email

Traci Burchfield, [e-mail]

Work Schedule

Work schedule may extend beyond regular office hours of 8am to 5pm Monday to Friday, as necessary, with some Saturday work required, to support recruitment programs.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.00 - $20.00Hourly (Contingent upon available funding)

Special Instructions to Applicants

A cover letter, resume and list of three professional references is required for full consideration.

About this Position

This position is responsible for maintaining high-quality front-line customer service for prospective students and their families, faculty, staff, and other guests who visit or contact the Office of Undergraduate Admissions and Recruitment.

A successful candidate should exhibit the ability to carry out these job duties:

• Demonstrate initiative to ensure customers are always served quickly and accurately.
• Ensure exceptional customer service is provided to walk-in traffic, email inquiries, and in-bound phone calls.
• Provide accurate information and interpretive advice regarding policies/procedures for admission, new student orientation, residential life, and scholarships/financial aid.
• Keep up-to-date with general information about OSU and operational details (tours, events, document processing) of the Office of Undergraduate Admissions and Recruitment.
• Maintain front office training resources.
• Interpret information from the University’s client relationship management system CRM (Slate) and effectively communicate, track, and maintain prospective student admission status information.
• Utilize software and web-based applications to understand where students are at in the application process then communicate it effectively.
• Act as a liaison between Admissions and Recruitment Office and other prospective student offices in the enrollment management division as well as the academic colleges in the scheduling of prospective tour appointments.
• Assist in researching information requests and topics for the department.
• Demonstrate an excellent customer service attitude and an ability to work and participate in a team environment.
• Maintain confidentiality and sensitivity in handling student information.
• Provide assistance with daily tour communications.

Monday – Friday, 40 hours per week; will be required to work some Saturdays as needed to support recruitment programs.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)

• Administrative Support Specialist I: 1 year of clerical/customer service experience.
• Administrative Support Specialist II: 2 years of clerical/customer service experience.
• Senior Administrative Support Specialist: 3 years of clerical/customer service experience.

Experience with Microsoft Office products, including Outlook, Word, and Excel required.

Ability to work well in a team environment and ensure exceptional customer service including: heavy customer service traffic, answering multi-line phone, greeting and assisting visiting prospective students and their families, and responding to email inquiries.

Must have the ability to organize workload effectively to meet deadlines, have an attention to detail, and work well under pressure.

A high level of professionalism required.

Post-secondary education may substitute for years of required experience.

Skills, Proficiencies, and/or Knowledge:

Job requires a high level of internal and external public contact serving as a liaison between the Admissions and Recruitment Office, various academic units and other organizations within the University.

Promote and represent the University as the initial point of contact with prospective students, their families and high school counselors.

Provide exceptional customer service to the public and accuracy in disseminating information is required.

Interpret information from the University’s client relationship management system CRM (Slate) to effectively communicate and track prospective student admission status information.

Work effectively within a team environment while also having ability to independently complete projects and duties.

Demonstrate professionalism, a high level of organization, and sensitivity in safeguarding confidential information.

Consistently maintain professional organized work space of front office.

Must possess excellent interpersonal skills and strong written and verbal communication skills are necessary.

Ability to lift 45 lbs.

Preferred Qualifications

• Bachelor's Degree
• Three years of office/clerical experience with an extensive background in customer service.

Post-secondary education may substitute for years of required experience.

Experience with Microsoft Office products, mainframe systems and CRM (Slate).

Ability to work well in a team environment and ensure exceptional customer service including: heavy customer service traffic, answering multi-line phone, greeting and assisting visiting prospective students and their families, and responding to email inquiries.

Must have the ability to organize workload effectively to meet deadlines, have an attention to detail, and work well under pressure.

A high level of professionalism required.

Skills, Proficiencies, and/or Knowledge:

Knowledge of SlateCRM; Knowledge of Microsoft Products; database programs; telephone courtesy; use of copier and scanner.