Admissions Administrative Assistant

2 weeks ago

Vacaville, United States Vacaville Christian Schools Full time
Job Type

Full-time

Description

The Admissions/Marketing Assistant is a valuable team member with a positive attitude and excellent communication skills who will provide a focused, detailed, and organized contribution to the admissions and marketing department's normal daily functions as well as assist with special events. Often as the first contact for customers, this team member understands the vision and mission of VCS and demonstrates this through providing excellent customer service while engaging with individuals and families.

Requirements

Essential Job Functions:
  • Welcomes families/individuals to admissions, updates the chalkboard sign for each tour, provides hospitality and information
  • Receives applications, provides next steps information
  • Uses the Novo program for the TV - adding stripes with information at the bottom (training comes from IT)
  • Return emails and calls (or send them to the appropriate party) regarding inquiries coming into the admissions office
  • Assist in functions related to the admissions application process including phone calls, emails, and management of needed documents, surveys, etc.
  • Manage the Admissions Tracking Sheet, including: logging calls, tours, and actions taken. Report activity updates to the Director of Admissions/Marketing on a weekly basis, or sooner, as needed. The assistant will ensure the Director is aware of anything requiring immediate action or the directors intervention
  • Track and enter data faithfully and correctly to the Inquiry Tracking Sheet weekly
  • Generate reports related to metrics from the Admissions Contact Information (when requested)
  • Provide departmental coverage while the director is on tours, attending community events, or as needed
  • Assist in the planning and execution of the New Family Fiesta and other admissions events (may require some after-hours work or the ability to flex hours - e.g. work an evening rather than an afternoon or skip one scheduled day in order to work longer on the day of an event)
  • Create purchase orders and invoices in Zahara as directed by the Director for revolving and new accounts/bills (work with the Finance Administrator for training)
  • Manage Alhambra water account
  • Manage incoming shipments and schoolwide mail - including emailing staff to notify them of shipments to be picked up
  • Inventory, manage, and order office supplies
  • Manage copier supplies and work with vendor to keep machine in good working order
  • Possible data entry of family/student tuition billing information (if requested by Finance Administrator)
  • Maintain front office area including supplies (coffee bar, files/folders, weekly wipe down of counters, surfaces, chairs, etc., to maintain a healthy environment, any other tidying that will improve the office)
  • Manage clothing and merchandise sold through admissions
  • Manage the inventory tracking for merchandise
  • Be able to use the Square device to take payments for sales, tuition, etc.
  • Be willing to assist with a tour during peak season (if requested by the director)

Qualifications/Required Competencies:
  • Computer/Equipment literacy: Knowledge of Microsoft Office, Google Suite, ability to use copy equipment, scanners, and fax machines. Experience in graphic arts (InDesign) would be a plus. Candidate must be very comfortable with technology
  • Agility - Able to accurately type 35 wpm
  • Independent - A self-starter who sees tasks that need to be done without direction
  • Organized - Strong organization and time management skills. Able to prioritize workload and complete tasks efficiently with a high level of accuracy
  • Able to handle work in a fast moving environment with frequent interruptions
  • Customer Service - Extremely pleasant demeanor with an outgoing people person disposition. Ability to handle a variety of customer situations with a follow through and resolution mentality
  • Communications - Writes and speaks articulately using proper spelling and grammar, is positive, a good listener, tactful, and an excellent verbal communicator
  • Professionalism - Dresses and presents self in an appropriate manner consistent with VCS standards, treats others with respect and maintains confidentiality
  • Productivity - Meets work deadlines, assignment requirements, presents excellence
  • Dependability - Is present and takes responsibility for assignments given
  • Character - Exhibits a Christ-like attitude and lifestyle, follows school protocols and is a team player

Personal Qualifications:
  • Demonstrate a strong passion to uphold the Vision, Mission, Statement of Faith, and Core Values of

Vacaville Christian Schools
  • Affirms that, as part of the qualifications for this position, he/she is a follower of Jesus who knows the

Lord Jesus Christ as Savior
  • Ability to follow the Matthew 18 Principle in dealing with leadership, faculty, administration, and parents
  • Attendance in a Bible-based church
  • Ability to move about the school building(s) and campus. Employment-related reasonable accommodation for qualified individuals with disabilities will be provided where the accommodation does not pose an undue hardship

(reference the Employee Handbook)
  • Represent the school in a favorable and professional manner to the school's constituency and the general public

Education and Other Requirements:
  • High school diploma and at least one year of experience or training working in admissions, marketing, a customer service related position; or with equivalent education and experience
  • Must be able to pass an extensive background check
  • Job type: Full time
  • Pay $16.50-$18 per hour

Salary Description

$16.50-$18 per hour

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