Admissions Assistant

Grand View University; Des Moines (IA); On-site; USD 36,000 - 48,000; Full time

Job summary

Grand View University in Des Moines, IA is seeking an Admissions Front Desk Assistant to welcome visitors, route inquiries, and support the Office of Undergraduate Admissions. You will manage the visit scheduler, assist with applicant files in SLATE, coordinate mail and transcripts, and help maintain accurate visitor records.

The role requires strong organization, courteous communication, and the ability to work Monday–Friday 8:00am–4:00pm in a busy campus office.

Qualifications

• Word processing and basic office software proficiency.
• Ability to manage multiple tasks in a fast-paced environment with minimal supervision.

Responsibilities

• Render hospitality plan for campus visitors with a welcoming, positive attitude.
• Answer admissions telephone and direct callers; maintain phone system and update messages.
• Screen and distribute admissions staff mail and emails.
• Assist with creating all applicant files in SLATE.
• Receive and stamp transcripts for Data Team.
• Oversee campus visit appointment book; maintain accurate visitor records daily.
• Assist Admissions Counselor with SLATE calendar and check-in of visiting students.
• Order office supplies via Triplett; manage parking passes.
• Set campus tours in SLATE and coordinate timelines with faculty/ staff/ coaches.
• Maintain itinerary of Admissions Counselors and Director of Undergraduate Admissions.
• Train new admissions staff in front desk procedures.
• Pull and print web inquiries, readmit applications, and distribution of inquiries from admissions email.

Skills

Word Processing Skills

Fast-paced Multi-tasking

Job description

Job Details

Job Location: DES MOINES, IA 50316

Position Type: Full Time

General Purpose of Job:

Essential Functions of Job

• Render hospitality plan for all campus visitors with a welcoming, positive attitude at all times.
• Answer admissions telephone and direct callers to the appropriate individual. Responsible for initiating phone system maintenance and service calls for all admission trunk numbers. Coordinate messages on the answering machine as well as update recording as required.
• Screen and distribute Admissions staff mail and emails when appropriate.
• Assist with creating all applicant files in SLATE.
• Receive and stamp transcripts for Data Team.
• Oversee campus visit appointment book for prospective students and maintain an accurate record of visitors in the appointment book daily. Help assist Admissions Counselor who is directly in charge of managing the tour guides.
• Assist with using scheduler to add visiting students in SLATE calendar and checking them in via scheduler (arrived or concluded).
• In charge of ordering office supplies via Triplett.
• Keep parking passes.
• Set individualized campus tours in SLATE for prospective families by emailing appropriate faculty and staff and/or coach and coordinating the timeline for each visit.
• Maintain itinerary of Admissions Counselors and the Director of Undergraduate Admissions.
• Train new admissions staff in front desk procedures (opening mail, creating applicant files, telephone procedures, etc.)
• Pull and print web inquiries daily.
• Pull and print, or electronically distribute inquiries, readmit applications, information requests, RSVP’s, etc. from the general admissions email account.
• Create welcome sheets and welcome list for visiting students daily.
• Look through mail. Admissions return mail goes to data team, all other mail gets distributed according to department.
• Manage copy projects, delivery of paperwork to other offices, etc. in a timely manner.
• Assemble visitor packets as needed, working with student ambassadors. Must make sure there is inventory of sheets for packets, request orders from database manager when low.
• As an agent of the University, this position is expected to represent the college as a trained professional. Appropriate dress and demeanor are essential as is always courtesy and superb customer services to prospective students, parents, current students, faculty, staff and other members of the college community.
• Manage vehicle usage and car reservations
• Email list of visitors of the day to Marketing daily.
• Send outlook calendar invites to faculty, coaches & counselors.
• For virtual meetings, you must be comfortable with using Microsoft Teams.
• Perform other duties as assigned by the Director of Undergraduate Admissions.

Working Conditions

Position hours are Monday - Friday 8:00am - 4:00pm

Work is performed in a normal office setting. Sits, stands, bends, lifts and moves intermittently during working hours. During course of day, you may be interacting with students, faculty and staff by computer, phone or in person.

Qualifications

• Word Processing Skills
• Ability to work in a fast-paced environment, working on multiple tasks with minimal supervision.