Administrative Specialist, Undergraduate Admissions

1 month ago

Fort Myers, United States Florida Gulf Coast University Full time
Job Summary

The Administrative Specialist, Undergraduate Admissions provides excellent customer service and oversees the general administrative and office functions for Undergraduate Admissions. Connects visitors with Admissions staff members, conducts follow-up calls and confirmation calls. Answers questions about admissions applications, deadlines, and supporting materials and supports application and data processing.

FGCU is a member of the State University System of Florida and an Affirmative Action and Equal Employment Opportunity and Access Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability, sex, pregnancy, national origin, marital status, genetic predisposition, sexual orientation, gender identity/gender expression, veteran status, and any other protected class(es), as required by applicable state and federal law, as well as University regulations and policies.

Job Description

Typical duties may include but are not limited to:
  • Serves as the first point of contact to internal and external audiences for Undergraduate Admissions and answers inquiries in a timely manner by e-mail, mail, telephone, and in-person.
  • Updates and maintains shared calendar, including maintaining and updating Undergraduate Admissions Counselors' schedule on a monthly basis.
  • Greets Admissions visitors, provides directions or information, and solves routine issues.
  • Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance at the unit level.
  • Answers general questions regarding residency procedures and appropriately directs complex questions to the Residency Coordinator. Assists with Residency data collection and processing.
  • Assists with the planning and execution of department sponsored campus-wide yield events, including event set up, preparation of materials, and event promotion.
  • Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases.
  • Assists with admissions application processing and special initiatives. Performs data entry to assist Processing team, including processing application cancellations/withdrawals and tracking and uploading application documents in relevant systems.
  • Creates, maintains, and ensures electronic admissions records are complete, accurate, and up-to-date.
  • Maintains and updates internal lists, such as internal department contact information and admissions materials inventory.
  • Assists with preparation of promotional materials, including organizing and assembling of admissions packets.
  • Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets.
  • Opens, sorts, and distributes mail for Undergraduate Admissions
  • Oversees the scheduling and coordination of reservations for the Admissions conference room and golf carts for the entire Admissions staff.
  • Maintains Admissions lobby to ensure clean and organized presentation for visitors. Stocks lobby with Admissions materials, information, and refreshments for guests.
  • Maintains inventory of office equipment and supplies.

Other Duties:
  • Serves on committees as assigned.
  • Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:
  • This position requires a high school diploma and four years of full-time experience directly related to the job functions.
  • Any appropriate combination of relevant education, experience, and/or certifications may be considered.
  • Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, and Outlook).

Preferred Qualifications:
  • Bachelor's degree from an accredited institution in an appropriate area of specialization.
  • Work experience in a higher education setting.
  • Experience with Workday, Ellucian Banner or Slate.

Knowledge, Skills & Abilities:
  • Knowledge of general office procedures.
  • Excellent interpersonal, verbal and written communication skills.
  • Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
  • Skill in completing assignments accurately and with attention to detail.
  • Ability to accurately prepare and maintain records, files and reports.
  • Ability to operate office equipment including personal computer, copy machine, fax machine, and calculator.
  • Ability to operate personal computers with proficiency and learn new applications and systems.
  • Ability to work successfully as both a member of a team and independently with minimal supervision.
  • Ability to interact in a professional manner with a diverse group of staff, faculty, students, and the community in a service-oriented environment.
  • Ability to think critically and make clear, well-reasoned and timely decisions.
  • Ability to apply general rules to specific problems to produce answers that make sense.
  • Ability to adapt quickly to changing situations and environments.
  • Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.

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