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Senior Administrative Coordinator

2 months ago


Portland, Oregon, United States Lewis & Clark College Full time

Join the Lewis & Clark College Community

Nestled in a picturesque setting, Lewis & Clark College is dedicated to sustainability and fostering a diverse workforce. We offer a comprehensive benefits package for eligible positions, including health, dental, vision, tuition assistance, life insurance, retirement plans, and more.

Position Overview:

The primary responsibility of this role is to deliver exceptional administrative assistance to the Admissions Office and its personnel. The incumbent will undertake a variety of administrative tasks and operational support, serving as the initial point of contact for all prospective law students, applicants, and visitors.

Key Responsibilities:

1. Admissions Office Support

Oversee all incoming and outgoing communications from the main admissions email account and manage the primary admissions phone line. This includes providing responses to inquiries regarding the admissions process, law school offerings, housing options, and life in the surrounding area. Screen communications for the associate dean and admissions directors. Update applicants regarding their application status. Assist applicants with any issues they may encounter on our website or database. Perform basic operations within the admissions database, including document uploads and formatting applicant information. Aid in the planning and execution of admissions events, including creating name tags, managing registration, coordinating tours, and fulfilling other event-related duties as necessary. Occasional evening and weekend hours may be required with prior notice.

2. Marketing and Web Support

Assist in updating and editing web pages managed by the Admissions Office as needed or as directed by the associate dean and admissions directors. This includes posting housing listings, creating event announcements on the recruitment calendar, and updating social media as required. Conduct regular marketing mailings to prospects and applicants using our online database and mass email tools. Occasionally draft and send new communications under the supervision of the associate dean and/or admissions directors. Maintain accurate inventory records for all admissions publications and materials. Assemble and distribute admissions packets. Manage the recruitment calendar and coordinate the shipment of recruitment event materials.

3. Visitor Coordination

Schedule visits for prospective students, applicants, pre-law groups, and other admissions guests. This includes organizing campus tours, classroom visits, meetings with admissions representatives, and arranging discussions with faculty and deans. Track and document data on campus visits for historical records. Collect travel reimbursement documentation from admitted students and process their travel stipend reimbursements.

Minimum Qualifications:

High school diploma with three years of relevant experience At least two years of experience with computer databases Minimum of three years in customer service roles Proficiency in Microsoft Office programs for at least three years Strong customer service and communication skills, capable of providing information and assistance via phone, in writing, and in person Experience with customer relationship management (CRM) systems, such as Colleague or similar platforms Advanced skills in word processing and office software, particularly Microsoft Word and Excel, as well as Google email and calendar applications Ability to manage a complex workflow in a dynamic environment Capability to coordinate and manage multiple office calendars Strong analytical skills, flexibility, multitasking abilities, and excellent problem-solving skills Detail-oriented approach in a high-pressure setting Ability to coordinate and train others on projects and services Experience working effectively with diverse populations and personalities

Preferred Qualifications:

Bachelor's Degree One or more years of experience in an Admissions office or related academic processes Three or more years of experience with computer databases or communication programs Three or more years of customer service experience Familiarity with website editing software (e.g., Live Whale) Basic knowledge of graphic design software such as Photoshop, InDesign, or Illustrator Experience using social media for professional purposes.

Work Schedule:

37.5 hours/week, 9 months/year (Sept-May) 0.75 FTE Exempt: No

Compensation:

LCCSSA Union Grade 14/Step F $25.73/hr Benefits: Yes