Admissions Operations Assistant

Bethel University; Mishawaka (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

Bethel University in Mishawaka, Indiana, invites applications for a full-time Admission Operations Assistant to support the admissions office, data entry, and occasional front-facing duties during events.

The role emphasizes accurate data processing, CRM usage, and excellent customer service to prospective students and families. Spanish skills are a plus; familiarity with Office apps helps.

Qualifications

• Focus, highly organized, self-motivated, detail-oriented
• Adaptable to change and able to multitask efficiently
• Strong interpersonal communication skills; Spanish-speaking ability preferred but not required
• Experience with Slate CRM preferred but not required

Responsibilities

• Process daily application documents and manage data entry with care to maintain accurate records
• Utilize Slate CRM to assist counselors and prospective students with questions about documentation
• Handle phone, Teams, and email operations, routing inquiries to the appropriate staff
• Greet campus guests and provide information about campus visits and the admissions process
• Support student workers and assist with campus visits and special admissions events
• Maintain FERPA-compliant handling of student information
• Promote a welcoming, service-oriented environment for prospective students and families

Skills

Interpersonal communication

Organizational skills

Detail-oriented

Multitasking

Spanish language (preferred)

Tools

Slate CRM

MS Word

MS Excel

Database management

Job description

Bethel University has an opening for a full-time Admission Operations Assistant.

The purpose of this position is to provide support to the functions of the admissions office and assist prospective students and their families. While the position is mainly a behind-the-scenes role, there will be events and other as-needed moments when this position is called upon to be more forward-facing.

Success Factors:

Candidates for this position should be focused, highly organized, self-motivated, detail-oriented, adaptable to change, able to multitask efficiently, and possess strong interpersonal communication skills. Spanish-speaking ability is preferred but not required. Experience with the Slate CRM preferred but not required.

Essential Job Functions:

DATA ENTRY/PROCESSING:

Daily processing of application documents. This can include applications, transcripts, resumes, essays, references, and more. Other records maintenance duties may include scanning, copying, printing and filing. Provide careful attention to detail to ensure accurate data and records are maintained. Ability to use the Slate CRM to assist counselors or prospective students with questions about documentation is essential. All Operations team members will be able to complete all processing/data entry types, however, each member will have area(s) assigned as their primary duty.

PHONE/TEAMS/EMAIL OPERATIONS:

Alert and notify staff of guest arrivals and any special needs. Quickly respond to the immediate needs of calls coming in and route to the appropriate person on campus. Utilize various modes of communication when working with colleagues and prospective students and their families.

CUSTOMER SERVICE:

Greet and assist campus guests (both scheduled and walk-in visitors) and provide information regarding campus visits, application process, academic and extracurricular programs at Bethel, and local area attractions, as well as directing guests to other offices on campus. When fielding phone calls, provide the same level of customer service over the phone as when a family is in person.

KNOWLEDGE BASE:

Stay abreast of campus and community news, specifically in regards to questions visitors or callers may have.

STUDENT WORKERS:

Assist in managing student workers.

CAMPUS VISITS AND SPECIAL EVENTS:

Assist the admission visit and events coordinator with customer service related duties involving individual campus visitors and also assist with set-up for new student registrations and other large admission events.

SPIRITUAL DEVELOPMENT:

Encourage the spiritual growth, development and care for self and colleagues.

Performance Expectations

• Be a self-starter and have the ability to handle multiple tasks without supervision
• Take direction and work well with others and independently
• Work under the stress of deadlines while balancing multiple obligations and use available time/resources effectively to fulfill commitments
• Contribute quality and dependable work performance with thoroughness and accuracy
• Productively adapt to change, -as well as unexpected situations, and handle other tasks as assigned
• Maintain a high level of confidentiality
• Respectfully resolves conflict
• Foster open communication and encourage positive work relationships
• Encourage colleagues and promote high morale by having a positive attitude
• Cultivate positive relationships between and among the campus community and outside constituencies as appropriate
• Demonstrate ability to work with a wide variety of people and personalities
• Display a commitment to promote diversity in student programming and employee work environments
• Follow all personnel and departmental policies and procedures
• Fully participate in and contribute to the accomplishments of office missions and goals
• Process student information in accordance with FERPA regulations
• Model a committed Christian lifestyle per the College's Lifestyle Covenant
• Function with honesty and integrity regarding tasks and interpersonal relations based upon professional standards established by NACCAP and NACAC

Job Knowledge, Skills and Abilities Required:

• Must be able to work well with others and provide helpful and friendly customer service/hospitality to all admission constituents
• Professional appearance and demeanor

• Knowledge of and experience with computer systems, programs and MS applications including Word and Excel
• Familiarity with database management functions, as well as excellent typing skills
• Demonstrate ability to efficiently and effectively solve problems and initiate and implement projects independently

• Possess outstanding organizational skills and must be detail oriented
• Must be able to disseminate information clearly and accurately when communicating with prospective students, campus guests, co-workers and external constituents
• Proficient in the use of office equipment such as multi-line phone system, copier, printer, shredder, scanner, etc.
• Continually learns new things to enhance efficiency for team as a whole

About Bethel University

The mission of Bethel University, affiliated with the Missionary Church denomination, is to be a community of learners building lives of commitment for leadership in the Church and world. Bethel's liberating academic programs challenge the mind, enlarge the vision, and equip the whole person for lifelong service.

Launched in 1947, Bethel is urban situated in the northern Indiana region hosting 250,000 residents, seven colleges (including Notre Dame), the 2nd largest shopping district in the state of Indiana, 15,000 businesses, 50 parks, and beautiful riverwalk developments in South Bend and Mishawaka. Resort venues on Lake Michigan are 45 minutes away. The university community is composed of about 1,500 traditional and adult/graduate students from 35 states, 90 students born outside the United States, and 225 full-time employees. Bethel also hosts more than 8,000 guests annually to arts productions, 25,000 annually in conference services, and many thousands of community members in support of 40 national athletic championships.

Bethel's 20,000 alumni occupy 49 states and 64 world areas and enjoy a medical school acceptance rate double the national average, 100% job placement rate in Nursing whose program was ranked No. 7 in the United States, a Top 4% finish nationally in competitive math performance tests, and 100% pass rate every year on the national performance standard for a unique academic major in American Sign Language.

For more information, visit our website at www.betheluniversity.edu

Bethel University does not discriminate on the basis of race, color, age, sex, disability, national or ethnic origin in employment opportunities, in keeping with applicable state and federal laws. In keeping with the mission of the institution, Bethel University seeks applicants with a strong commitment to the values and lifestyle of evangelical Christianity and who profess a personal relationship with Jesus Christ. As a Christian institution, we require faculty and staff to adhere to the University's Lifestyle Covenant and to enforce a religiously based statement of responsibilities for all University employees. Women and minorities are encouraged to apply. Bethel University, as an educational institution operating under the auspices of the Missionary Church, reserves the right to prefer employees on the basis of religion (Title VII, Sections 702‑703, United States Civil Rights Act of 1964 as amended).