Operations Assistant, Admissions

Western-New-England-University; Springfield (MA); On-site; USD 38,000 - 48,000; Full time

Job summary

Western New England University is seeking an Administrative Support Specialist for the Office of Admissions. You will enter prospective student data, process applications, and maintain files in the CRM and SIS while supporting mailings and payments.

Responsibilities include front desk coverage on Saturdays, answering phones, and assisting with various projects across the Office of Admissions. Strong accuracy, teamwork, and confidentiality are essential.

Qualifications

• Strong attention to detail and accuracy; ability to proofread data in systems and documents.
• Experience with Microsoft Office (Outlook, Word, Excel).
• Willingness to develop knowledge of the Office of Admissions systems and enrollment concepts.
• Ability to learn and perform essential functions using various computer applications.

Responsibilities

• Enter prospective student data accurately into the CRM and SIS.
• Process student applications and route to appropriate staff.
• Manage mail and direct mail processes, including labels and lists.
• Handle payments for application fees and deposits.
• Provide Saturday morning front office coverage as part of rotating team duties.
• Serve as backup to receptionist and switchboard operator.

Skills

Attention to detail

MS Outlook

Microsoft Word

Microsoft Excel

Data entry

Customer service

Team collaboration

Confidential data

Education

High School Diploma

Bachelor's degree preferred

Tools

CRM system

Student information system

Job description

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.REQUIRED KNOWLEDGE, SKILL AND ABILITIES:Strong attention to detail and accuracy; Ability to accurately proofread data entered into system and electronic / paper documentsPrevious 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 systemsDesire and aptitude to develop working knowledge of enrollment management concepts and practicesAbility 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 functionAbility to work within a team that requires cross-training of functions and shared responsibility for projects and tasksAbility to work with visitors in a manner that makes them feel welcomed and comfortable; strong customer service skillsAbility to work in a professional and cooperative manner with co-workers, colleagues, supervisors, and University guests and visitorsAbility to work efficiently, effectively, and meet deadlinesAbility to work with personal data in a confidential mannerERGONOMIC REQUIREMENTS:Ability to sit and work on a computer for extended periods of timeHOURS: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 preferredWestern 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.