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Campus Administrative Specialist

3 months ago

Lacey, Washington, United States Charter College Full time
The Campus Support Specialist (CSS) is responsible for the daily operation of their location. The CSS handles the location's administrative and operational duties and assists all departments by ensuring institutional policies and procedures are followed. The CSS must be knowledgeable of basic administrative duties, handling customers effectively on the phone and in person, and should have the ability to multi-task, prioritize duties, and exhibit excellent communication skills both written and verbal. Many of the duties outlined for this role are also duties the Campus Manager will be proficient in, so there will be some shared responsibilities.

The Campus Support Specialist reports directly to the Campus Manager.

DUTIES AND RESPONSIBILITIES:
  • Resolve campus-level requests/questions/concerns/challenges or direct them to the appropriate department
  • Open campus, set up for the day ensuring everything is ready in the Lync rooms to allow for operational services to be provided to students
  • Assist with office items like onboarding new staff, providing tours and keys to new employees, opening and redirecting mail, distributing payroll checks, and filing incident reports as needed
  • Assists students with grievance processes routing questions/documents to appropriate staff members
  • Ensure institutional policies and procedures are followed
  • Ensure banking deposits are prepped, completed, and deposited every Tuesday and Thursday of the workweek
  • Ensure supply orders are provided to procurement per the schedule provided
  • Ensure scrub orders are provided to procurement per the schedule provided
  • Ensure monthly reconciliation of banking, AMEX card purchases, and associated tasks are completed per the schedule provided
  • Greet all customers in a friendly manner, while also keeping the reception area neat and stocked with appropriate information
  • Answer main phone lines, route calls, and messages accordingly, set up and direct video interviews and appointments
  • Enter enrollment agreements in CNS
  • Audit enrollment agreements and send corrections as applicable
  • Send hourly reports as required
  • Update CNS records accurately and in a timely manner as well as upload pertinent documentation needed for Admissions and other departments as assigned, upload, and document immunization records for extern students
  • Assist with transcript requests for High School, GED, or College as necessary
  • Provide campus tours (depending on campus location) to prospective students, and obtain scrub sizing and photos for creating student identification cards. Photos are required to be uploaded by the end of the current sit-to-start period
  • Manage staff Outlook calendars by tracking the status of all video appointments and interviews
  • Post and send mail daily, as needed
  • Accept and post student payments, and assist with taking deposits to the bank
  • Check inventory for print materials (ensuring marketing material at location is up to date)
  • Keep video rooms stocked with necessary marketing material, and prepped for use
  • Administer/proctor any entrance or certification exams, pull and log all test scores for the exams, when/if requested
  • Coordinates and completes all pre-orientation duties including but not limited to orientation packets, sign-in sheets, name tags, food, room set-up, and clean-up
  • Address and route student concerns to the appropriate support staff or manager for resolution
  • Provides ongoing communication with the Student Service Campus Support Manager.
  • Assist in arranging and participating in offsite events in the community. This will be at the discretion of the Student Services Campus Support Manager upon communication with the Campus President
  • Participate in campus events, including preparation and participation in the commencement ceremony and PAC meetings
  • Assist students with changing passwords
  • Coordinate and complete the creation and upkeep of student-related displays around the campus, ensuring the most up-to-date compliance-approved pictures, events, and awards; included in this task are the department bulletin boards. Review boards on a modular basis which allows for changes, either programmatically or departmentally, as they occur
  • Create an electronic resource manual, reviewed quarterly for any necessary updates, to identify area resources that assist students throughout their education. This manual would be comprised of available resources applicable to area public transportation, internet/computer availability, daycare options, utility opportunities for students, etc.
  • Provide Admissions sit updates to required personnel daily during the start week.
  • Follow all procedures as outlined in department manuals and posted directives.
  • Adhere strictly to accrediting agency and U.S. Department of Education guidelines.
  • Participates in professional development activities on an annual basis.
  • Other duties as assigned by the Campus Manager

JOB QUALIFICATIONS AND SKILLS:
  • 2 years minimum combined work experience in business, customer service, education, or sales
  • Some colleges or degrees preferred
  • Data entry and report writing experience required
  • Ability to multi-task, prioritize duties
  • Demonstrate excellent communication skills both written and verbal
  • Proficient computer skills in Word, Excel, Outlook, database software, and use of Internet
  • Dynamic, punctual, responsible, ethical, and a team player
  • For all candidates– must be able to pass an annual driving record check and have valid insurance

COMPENSATION:
  • Non-Exempt - hourly position
  • Full Time (40 hours a week)
  • $ 16.00 to $ 19.60
  • Compensation dependent on experience, knowledge, and education level
  • The schedule for this position is as follows: 10:00 a.m. - 7:00 p.m. (Monday-Thursday) and 8:00 a.m. - 5:00 p.m. on Friday
We are committed to diversity. Charter College is an Equal Opportunity Employer. (EOE)

Benefits:
  • 401(k)
  • Dental Insurance
  • Employee assistance program
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Referral program
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance

Schedule:
  • 8-hour shift
  • Evening shift
Application Question(s):
  • Are you able to work the 10:00 AM to 7:00 PM shift?
Education:
  • High school or equivalent (Required)
Experience:
  • Administrative: 2 years (Required)
License/Certification:
  • Driver's License and proof of car insurance (Required)
Ability to Relocate:
  • Lacey, WA 98503: Relocate before starting work (Required)
Work Location: In person

About Charter College:

Charter College is a private, independent institution of higher education that emphasizes a new direction for continuing education. Charter College is not a liberal arts college, university, or a vocational school. Instead, Charter College takes the best elements from each of these respected educational institutions to create a unique and innovative experience that meets our students' needs.

We offer career training programs in the growing fields of healthcare, business, legal, criminal justice, information technology and select trade careers. We strive to provide our students with a career-focused education that is both relevant in today's workspace and cutting-edge in technology and focus.