Application Assistant

Arcadia University; Glenside (PA); On-site; USD 23,000 - 33,000; Full time

Job summary

Arcadia University is seeking an Applicant Assistant for a 6-month temporary role based in Glenside, PA. The position focuses on applicant administration to support Arcadia Abroad's Advising and Student Engagement Team (ASE) across admissions-related tasks.

You will assist with processing applications, transmitting materials to host institutions, database maintenance in Salesforce, and coordinating communications for inquiries from students and partner institutions.

Qualifications

• Excellent organizational and communication skills.
• Demonstrated strong attention to detail.
• Ability to multitask and work in a fast-paced, team environment.
• Ability to work for extended periods in front of a computer screen.
• Familiarity with information management systems or a willingness to learn.
• Ability to work with a variety of constituents virtually, including students, advisors, staff and faculty in the United States and abroad.

Responsibilities

• Application Outreach, Coordination and Processing (30%): assist in processing and logging over 10,000 electronic and paper submissions, manage records and assist with inquiries.
• Application Transmission (45%): support transmissions to host institutions, monitor dashboards and update guidelines.
• Systems Management (10%): daily CRM use (Salesforce) updates and data entry, verify transcripts and forms.
• Communications Maintenance and Support (5%): manage applicant inbox, respond to ASE emails, participate in follow-up campaigns.
• Administrative Support of Advising and Student Engagement Leadership (10%): coordinate projects, agenda management, and timelines.

Skills

Organizational skills

Attention to detail

Multitasking

Computer proficiency

Information systems

Virtual collaboration

Tools

Salesforce

Job description

The Applicant Assistant is a 6 month temporary position paying an hourly rate of $20.50.

The Application Assistant will help support Arcadia Abroad's Advising and Student Engagement Team (ASE) through applicant administration. They will primarily assist in administrative and operational task support related to the admissions and application process, and respond to applicant queries as necessary to ensure a quality student experience throughout the study abroad application and acceptance process.

This position will assist in managing the application process and administrative deadlines for students throughout the application process, including transmission of applicant materials to host institutions for the full Arcadia Abroad program portfolio.

Location

Glenside

Essential Functions

Application Outreach, Coordination and Processing (30%)

• Assist in accurately processing and log over 10,000 electronic and paper application submissions for over 3000 students. This includes, but is not limited to: uploading and organizing electronic application pieces, uploading rosters of approved students, and liaising with students and home institutions for official transcripts.
• Assist in maintenance of applicant records and accurately make any record changes such as diverts, defers, withdrawals, and backup applications.
• Assist in resolving general application queries as well as technical and document submission questions from students who are submitting an application with TCGS. This includes, but is not limited to student Arcadia Application Portal issues and online application submission questions, and program-specific questions.
• Assist in responding to inquiries submitted through the general ASE email accounts (AUAbroad, EducationAbroad & additional general accounts).

Application Transmission (45%)

• Assist in supporting the Advising and Student Engagement Team in transmitting overseas partner applications/documents and ensuring successful receipt of transmissions.
• Assist in monitoring a dashboard and proactively manage applicant transmissions, meeting expected timeframes for turnaround
• Assist in maintaining updates to program transmission information and guidelines
• Assist in communicating internally to appropriate staff any partner communication regarding follow up on applicant materials

Systems Management (10%)

• Work daily with the CRM (Salesforce) and other systems to assist with maintaining and updating systems functions and to enter critical indicators and data into the system.
• Assist with the timely verification of data from Flight Forms and Passport Forms, as well as inputting official transcript GPAs.
• Serve as a backup and support on general systems processes

Communications Maintenance and Support (5%)

• Support management and maintenance of the general applicant inbox.
• Assist with responding to inquiries submitted through the general ASE email accounts (AUAbroad, EducationAbroad & additional general accounts).
• Participate in team-wide call/text campaigns and other initiatives related to applicant follow up.
• Support ASE in resource development and maintenance including but not limited to: arrival guides, syllabi management, course finder updates, and orientation materials
• Once students have been accepted, work with team members in ASE to ensure that host institution post-admission instructions are consistent and updated.

Administrative Support of Advising and Student Engagement Leadership (10%)

• Support ASE leadership by coordinating projects; meeting agendas; drafting meeting minutes; responding to calls.
• Manage and implement the administrative aspects of the ASE advising cycle, which includes recruitment, admissions, planning and enrollment.
• Serve as a lead in initiating administrative calendars and timelines to execute cyclical ASE priorities.

Marginal Functions

Provide support to administrative positions within Arcadia Abroad helping to ensure daily tasks and responsibilities are covered. Support Arcadia Abroad in other duties as assigned.

Required Knowledge, Skills and Abilities:

• Excellent organizational and communication skills.
• Demonstrated strong attention to detail.
• Ability to multitask and work in a fast-paced, team environment.
• Ability to work for extended periods in front of a computer screen.
• Familiarity with information management systems or a willingness to learn.
• Ability to work with a variety of constituents virtually, including students, advisors, staff and faculty in the United States and abroad.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based, authentic educational experience by placing students at the center. The Institute of International Education has consistently ranked Arcadia first in the nation for study abroad, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" for 10 consecutive years. The University's graduate programs in Physical Therapy, Physician Assistant, Education, and Public Health are nationally ranked in their respective categories by U.S. News & World Report, which cites Arcadia for being among the top study abroad programs and a top performer for social mobility. Arcadia is home to a close-knit and welcoming community that supports students throughout their journey. Arcadia's quality academic programs, unique approach to a liberal arts education, and supportive community guide students toward degree completion and career success. Learn more about our vibrant community at www.arcadia.edu.

We welcome candidates who can contribute to the excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values in their work.

At Arcadia University, our Lived Values are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates who embrace those values. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.

Arcadia offers a competitive benefits package that includes excellent healthcare, generous tuition benefits for employees and their families, retirement benefits, health and wellness programs and resources, and much more.

Position Code: TEMPEE