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Administrative Assistant

2 months ago

Beloit, United States Beloit College Full time

This position serves primarily as administrative assistant to the vice president of enrollment. This is a role that performs complex work dealing with a wide variety of situations involving the clerical and administrative functions of the office and requires a high degree of individual judgment and initiative with minimal instruction or supervision. This role also facilitates timely processing of student data, application materials, admission decisions, and in-house mailings. In addition, this role assists in the management and execution of customer service activities, including visit experience.

Characteristic Duties and Responsibilities:

  1. Manage the office of the vice president including scheduling, accounts payable, administrative reporting to Human Resources, and some email correspondence; support the work of the vice president, and (to a lesser extent) his leadership team (unit leads).
  2. Review/report on enrollment division budgets; perform duties in the assigned role of "budget submitter."
  3. Serve on work teams organized to determine and coordinate customer service activities, such as visit experience and response to inbound phone calls and emails to the admissions office.
  4. Monitor use of admissions fleet cars; maintain I-Pass account, fuel credit cards, and process budget transfers when appropriate.
  5. Coordinate mailings (both 1st class and bulk), including processing of mail merges from database software.
  6. Maintain inventory of selected print collateral.
  7. Process application materials including imaging of physical documents into enrollment CRM.
  8. Process admission decisions, including the execution of physical decision mailings as well as coordinated electronic release of admission decisions; respond to inquiries from applicants, school counselors, and other constituents related to status of applications and materials.
  9. Provide limited logistical support for on-campus admitted student events (e.g., faculty participation at reception).
  10. Provide staff support for trustee committee meetings and produces minutes.
  11. Supervise, train, and schedule student workers to assist with these duties.
  12. Other duties as assigned.
Credentials and Experience:
  1. Bachelor's degree or equivalent experience and training preferred.
  2. Minimum of three years progressively responsible administrative experience.