Admission Office Specialist - Bates College in Lewiston Maine

Unfortunately, this job is expired as of 7/8/2015.

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Bates College

Lewiston, Maine


United States

Categories

Detailed Job Description

SUMMARY AND SCOPE OF POSITION

This position is primarily responsible for all aspects of daily customer service, including the answering of telephone, electronic and in-person inquiries (primarily telephone). The specialist will also spend significant time engaging with data entry, i.e. enter prospective student and applicant information into the respective Office of Admission databases. This position requires excellent interpersonal skills, typing speed and accuracy and proficiency with complex databases such as Banner. Ample training will be provided on all systems but the ideal candidate must have comfort with the daily use of databases and adapt to ever evolving and changing use of technology to meet the Office of Admission goals. This position requires previous experience working with the public, data entry and filing. The ideal candidate must be able to handle multiple tasks simultaneously in an efficient and courteous manner, must be flexible, and able to relate well with the people, the Admission staff and immediate supervisors. Given access to highly sensitive information about candidates, the positions requires the highest level of confidentiality and professionalism at all times.

ESSENTIAL JOB FUNCTIONS:

1) Answering Inquiries, primarily via telephone, secondarily via email or in-person (as needed): (a) in a professional, courteous manner and processes the phone call in the appropriate and expedient way (b) schedules interviews, enters data for prospective students, etc. (c) attempts to complete the call including the exchange of requested and appropriate information to render the inquirer satisfied, (d) referring the call to a dean or proper department as appropriate. 

2)  Data Base Maintenance:  (a) enters and files contacts with prospective students and applicants, such as emails, (b) inquiry cards collected during deans' travels and student visits to campus, (c) application data and file entry including all components of a complete application and additional information provided by applicant or rendered by the Admission Committee.  

3) Application Processing Support:  Support the Admission department’s strategic priority to secure ideal number of applications  (a) data entry of prospective student applications and then proofing the information, (b) sorting, filing, pulling of applicant materials, (c) sweeping the correspondence files for applicant correspondence, (d) black out testing, (e) clearing out the files to be transferred to the Dean of Students Office and (f) provide customer service and telephone support for questions from applicants and other members of the public, (g) sort and remove previous years correspondence files in May, (h) box up old application materials for shred/burn (as appropriate).

4)  Process Mail:  (a) decipher and forward mail to appropriate recipient or department (b) responsible for stuffing as needed (c) prepare and label mailings to be directed to mailing services (d) observe mailing addresses and adjust incorrectly entered addresses.

5)  General Office Duties: (a) represent the College in the most positive manner with all customers, such as prospective students and families, guidance counselors, alumni of the College, temporary workers, College and office colleagues over the phone and in person, (b) handle confidential information with tact and discretion, (c) assist in the office execution of special projects and events, (d) maintain a “team” orientation and perform any other job related tasks assigned by supervisor(s), (e) work safely and in a manner that respects others and their safety (f) perform data entry with accuracy and (g) Process all incoming faxes and route them accordingly.  

6) Travel letters for deans/counselors: (a) merging word documents with information in spread sheets, (b) making sure information is correct, (c) consult with the dean, and stuff and mail.

7) Support & Coordination for Diversity Enrollment Team: (a) assist Diversity Enrollment Team in coordination of application materials for fly-in programs, (b) receive and process student and parent phone calls related to Prologue and refer call to a dean as needed.


ADDITIONAL JOB FUNCTIONS:

  • Attends staff meetings and retreat
  • Prepares folders for campus events, registers students by phone for said events
  • Work registration tables for special on-campus Admission events

PHYSICAL REQUIREMENTS:

Should be able to use hands freely for repetitious projects, may have to lift boxes up to 30 pounds and walk up and down stairs.  Also required to push and pull drawers and pull folders out of drawers. Excellent communication and customer service skills.

Qualifications

This position requires excellent interpersonal skills, typing speed and accuracy and proficiency with complex databases such as Banner. Ample training will be provided on all systems but the ideal candidate must have comfort with the daily use of databases and adapt to ever evolving and changing use of technology to meet the Office of Admission goals. This position requires previous experience working with the public, data entry and filing. The ideal candidate must be able to handle multiple tasks simultaneously in an efficient and courteous manner, must be flexible, and able to relate well with the people, the Admission staff and immediate supervisors. Given access to highly sensitive information about candidates, the positions requires the highest level of confidentiality and professionalism at all times.  A demonstrated sensitivity and fluidity with diversity, inclusion, and cultural competence is required.

Application Instructions

Please submit a cover letter, resume and contact information for three professional references.  A review of applications will begin immediately and until the position is filled.

This position requires successful completion of a pre-employment background screening.


Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.

Keyword Phrases

  • Admission Office Specialist
  • principles of human dignity and diversity
  • one of the nation’s leading liberal arts colleges
  • Maine’s second largest urban area
  • Admissions & Enrollment / Recruiting
  • Academic Administration
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Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter
References