Administrative Assistant

4 weeks ago

Kansas City, United States Kansas City Art Institute Full time $17
Job DescriptionJob Description

POSITION TITLE: Admissions Administrative Assistant

DIVISION: Enrollment Management

DEPARTMENT: Admissions

REPORTS TO: Assistant Director of Admissions

PAY TYPE: Non-Exempt

WORKER TYPE: Full-Time

UPDATED: August 2024


The Admissions Administrative Assistant is the frontline receptionist for the KCAI Campus and provides administrative support for the Admissions and Financial Aid departments. They provide assistance to prospective families and campus visitors and perform general office duties. This is a full-time, in-person position.

Essential Functional Responsibilities:

Welcome Center

  • Primary point person for general phone and email inquiries. Answer incoming calls from the main KCAI phone number and direct them accordingly. Demonstrates comprehensive knowledge of college departments in order to route calls effectively.
  • Utilizes the best principles of customer service during interactions with prospective students, parents and anyone else who seeks information about KCAI.
  • Maintain a hospitable and inviting environment for campus visitors, to include keeping all areas in the Welcome Center tidy.
  • Works with Visit Coordinator to secure room reservations and coordinate setup needs for group tours, info sessions, staff retreats, etc.

Admissions Office Support

  • Ensure daily outgoing mail is taken to the mail room and incoming mail is distributed appropriately and/or take any action as needed.
  • Ship materials as needed during travel season.
  • Manages office supply orders for the department and tracks inventory of branded goods and marketing materials.
  • Manages Fernery reservations for both KCAI meetings and outside events.
  • Coordinates facilities requests and work orders. Follows up as needed and ensures timely completion of tasks.
  • Creates and distributes meeting agendas, and records Minutes for weekly staff meetings and other meetings as needed.
  • Campus Tech liaison for Ring Central and office technology issues (wi-fi connectivity, outages, etc.)
  • Coordinate and execute bulk mailings such as acceptance packages and tuition deposit gift mailings.
  • Slate data entry projects as needed (prospects, inquiries, etc.)
  • Special projects as needed in support of Enrollment Management efforts
  • Phone outreach to prospective students and inquiries

Events

  • Provides event support as needed and in collaboration with the Assistant Director, to include: recruiting and coordinating volunteers, space reservations and setup needs, catering coordination, supply orders, assembly of name badges and event signage, and more.

Financial Aid

  • Provides administrative and special project support as needed to Financial Aid, primarily during high volume times.

Supervises the following: NA

Knowledge, Skills, and Qualifications:

  • Highly proficient at standard office technologies (i.e. computer, copier, fax, multi-line phone system, etc)
  • Highly proficient with: Microsoft Office suite, Gmail and Gcal, Google docs, and Adobe suite preferred
  • Familiarity with both Microsoft and Apple platforms preferred
  • Knowledge and experience with database management
  • Friendly and professional demeanor
  • Highly organized with an ability to multi-task

Required Experience/Education:

  • Bachelor’s Degree or at least 5 years of experience in an administrative role

Preferred Experience/Education:

  • Bachelor’s Degree or at least 5 years of experience in an administrative role

Statement

Kansas City Art Institute is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, gender identity, color, religion, sex, sexual orientation, national origin, age, physical or mental disability, genetic information, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have any difficulty using our online system and you need accommodation due to a disability, you may contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to Kansas City Art Institute’s Human Resource Administrator at hr@kcai.edu .

EOE/AA: Minorities/Females/Disabled/Vets

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