Undergraduate Admission Assistant

Saint Xavier University; Chicago (IL); On-site; USD 36,000 - 42,000; Full time

Job summary

Saint Xavier University is seeking an Admissions Assistant to support the Office of Admission with data entry, materials processing, and front-line service for undergraduate and graduate applicants.

The role utilizes Technolutions Slate and Ellucian Colleague to manage application materials, respond to inquiries, and coordinate mailed decision letters while maintaining accurate records and a welcoming, professional environment.

Qualifications

• High school diploma is required.
• Experience using business software and computer technology.
• Experience in admissions, operations, or fast-paced office settings.
• Experience with Slate or similar information systems preferred.

Responsibilities

• Answer phones and respond to general email inquiries.
• Welcome and check in prospective students and families.
• Manage the daily production of mailed admission decision letters.
• Enter and verify data from admission materials.
• Assist in consolidating duplicate records and reconciling discrepancies.
• Participate in on-campus recruitment events.

Skills

Customer service

Data entry

Fast-paced environment

Communication

Prioritization

Education

High school degree

Tools

Technolutions Slate

Ellucian Colleague

Job description

Summary

The Admissions Assistant position within the Office of Admission plays a pivotal role on the Admission operations team. Using admission data systems, Technolutions Slate and Ellucian Colleague, the position provides operational support for the fast-paced undergraduate and graduate admission offices. The position coordinates application materials processing for undergraduate and graduate applicants. This role provides front-line customer service and performs essential application processing and data entry tasks that support undergraduate and graduate enrollment efforts.

This position manages the daily production of mailed admission decision letters. This role also assists with support operations, such as answering phones, routing emails, greeting prospective students and families, and other duties as assigned.

Essential Duties & Responsibilities

• Serve as the primary point of contact for the Office of Admission, answering incoming phone calls and responding to general email inquiries.
• Welcome and check in prospective students and families, ensuring a professional, organized, and welcoming visitor experience.
• Provide general information and route inquiries to appropriate admission staff.
• Support daily front desk operations, ensuring consistent and high-quality service delivery.
• Utilize admission data systems, Technolutions Slate and Ellucian Colleague, in undergraduate and graduate admission operations.
• Manage the production of mailed admission decision notifications on a daily basis.
• Scan, link, and assign application materials received from various sources including postal mail, e-transcript services, standardized testing agencies, and more.
• Enter data from admission materials which are critical to the application review process.
• Assist in consolidation of duplicate records.
• Run auditing processes to identify data discrepancies, with the ability to independently reconcile issues.
• Participate in on-campus recruitment events.
• Other duties as assigned.

Qualifications

• High school degree required
• Experience and a high level of comfort in the use of computer technology and software in a business setting required
• Experience working with business processes and operations is required
• Experience working in admissions, operations, or other fast-paced office settings required.
• Experience with Technolutions Slate or other information systems or CRMs is preferred.
• Must be highly motivated and energetic, with excellent ability to take direction and prioritize in a fast-paced environment.
• Must be highly organized and detail oriented.
• An interest in learning and the ability to master policies, processes, and procedures quickly is essential.
• Consistently exhibiting excellent communication skills and a positive demeanor working with colleagues and prospective students is required.
• Problem-solving skills are essential.
• An interest in working in a fast-paced team environment is necessary.

Description of Hours

Monday - Friday 8:30am-4:30pm

Additional Expectations

We inspire success by working together to provide meaningful, personalized service in a spirit of excellence. SXU seeks candidates that deliver value-added services in a responsive, collaborative, effective, and respectful manner.

The University is committed to diversity and encourages applications from individuals with a wide variety of backgrounds and experiences. Saint Xavier University affirms its position as a Catholic institution, inspired by the heritage of the Sisters of Mercy, and asserts its rights to employ persons who subscribe to the mission, vision and core values of the University.

Saint Xavier University is an Equal Opportunity Employer that makes all decisions regarding recruitment, hiring, promotions and all other terms and conditions of employment without discrimination on the grounds of race, color, creed, sex, religion, national or ethnic origin, age, physical or mental disability, veteran status or other factors protected by law. Hiring decisions will be based on the bona fide occupational qualifications of each applicant.