Operations Assistant, Admissions

Western New England University; Springfield (MA); On-site; USD 24,000 - 28,000; Full time

Job summary

Western New England University in Springfield, MA seeks an Administrative Support Specialist for the Office of Admissions. You will enter prospective student data, maintain records, process applications and payments, and generate routine reports.

The role also provides front desk coverage on Saturdays on a rotating basis and backup reception/ switchboard duties. A High School Diploma is required; Bachelor's degree is preferred, and strong MS Office skills are essential.

Qualifications

• Strong attention to detail and accuracy; ability to proofread data entered into system and documents.
• Proficiency with Microsoft Office software (Outlook, Word, Excel).
• Willingness to learn Office of Admissions systems and enrollment management concepts.

Responsibilities

• Enter prospective student data accurately into the system and process deposits.
• Maintain student data in the system and update records.
• Process applications, prepare files, and route to appropriate staff.
• Process payments for application fees and deposits and use systems to identify payments.
• Provide Saturday morning front office coverage on a rotating basis.
• Serve as receptionist backup and support the University switchboard.

Skills

Attention to detail

Customer service

Teamwork

Data entry

MS Office proficiency

Education

High School Diploma

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Job Details

Job Location: Springfield, MA 01119

Position Type: Full Time Staff

Education Level: High School Diploma or GED/HiSET

Salary Range: $17.60 - $20.60 Hourly

PURPOSE OF THIS POSITION:

The purpose of this position is to provide administrative support to the Office of Admissions. The primary responsibilities include establishing and maintaining data in the customer relationship management (CRM) computer system used by the Office of Admissions, maintaining electronic and/or paper files for prospective students, processing mail and materials received by and sent from the Office of Admissions, and assisting with projects as assigned. The position also includes responsibility to provide coverage for the Office of Admissions receptionist and the University switchboard operator, as assigned.

DISTINGUISHING CHARACTERISTICS:

It is essential that the individual have demonstrate a strong attention to detail and accuracy and be willing to assist with and share responsibility for tasks and projects across the Operations team support staff. It is also essential that the individual be able to work with data and information in a confidential manner.

ESSENTIAL DUTIES:

Please list in order of importance, with the first duty being the most important.

• Develop and maintain proficiency in the Office of Admissions system. Develop proficiency in other systems used by the Office of Admissions, such as the student information system, as applicable for assigned projects.


• Enter prospective student data into the system in an accurate and timely manner. This includes, but is not limited to, entry of inquiries, applicant data and applicant materials, and processing deposits.


• Maintain student data in the system based upon documentation or information received for students’ records or based upon projects assigned.


• Process student applications. Enter relevant information into the system, prepare necessary paper and / or electronic files for the student, and route to appropriate individual(s) as necessary based upon status of the student file.


• Process supporting materials related to prospective student inquiries and applications.


• Run basic reports and perform searches within the system.


• Prepare and / or assist with preparation of various daily, weekly, monthly, and ad hoc reporting.


• Process incoming mail for the Office of Admissions, including routing of mail to appropriate individuals within the office.


• Process outgoing direct mail including generating mail labels and mailing list files, providing files and direct mail pieces to the mailroom, and addressing direct mail pieces.


• Process payments for application fees and deposits and route to the appropriate individual(s). Effectively utilize systems needed to identify and process electronic payments.


• Accurately and effectively perform various projects as assigned.


• Share responsibility for providing Saturday morning front office coverage on a rotational basis (which is a shared responsibility of the Operational team support staff members, based upon specific job responsibilities).


• Serve as a backup, as needed, for the Office of Admissions receptionist and the University switchboard operator. Answer phones, schedule appointments, greet visitors, answer questions, take messages, and direct calls to the appropriate individual.

QualificationsREQUIRED KNOWLEDGE, SKILL AND ABILITIES:

• Strong attention to detail and accuracy; Ability to accurately proofread data entered into system and electronic / paper documents


• Previous experience working with Microsoft Office software (primarily Microsoft Outlook, Microsoft Word, and Microsoft Excel)


• Desire and aptitude to develop strong working knowledge of the Office of Admissions system and supporting administrative systems


• Desire and aptitude to develop working knowledge of enrollment management concepts and practices


• Ability and willingness to learn and perform all essential job functions, including utilization of various computer applications, within a reasonable period of time of being introduced to the function


• Ability to work within a team that requires cross-training of functions and shared responsibility for projects and tasks


• Ability to work with visitors in a manner that makes them feel welcomed and comfortable; strong customer service skills


• Ability to work in a professional and cooperative manner with co-workers, colleagues, supervisors, and University guests and visitors


• Ability to work efficiently, effectively, and meet deadlines


• Ability to work with personal data in a confidential manner

ERGONOMIC REQUIREMENTS:

Ability to sit and work on a computer for extended periods of time

HOURS:

Standard University hours - 8:30 am to 4:30 pm, Monday through Friday. May require evening and weekend hours.

QUALIFICATION STANDARDS:

High School Diploma required; Bachelor's degree preferred

Western New England University is committed to enhancing diversity, equity, inclusion and belonging by acknowledging and embracing diversity of thought, opinion, and approach with colleagues regardless of background, culture, and organizational level. WNE encourages diversity in our job applicants to ensure the best culture and work outcomes.