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Administrative Assistant III

3 months ago

Portland, United States Lewis & Clark College Full time

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitivebenefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

About the Position :


The primary purpose of the person in this position is to provide stellar administrative support to the entire Admissions Office and staff. The person in this role will perform a variety of administrative duties and operational support, and serve as the first point of contact in the Admissions Office for all law school prospects, applicants, and visitors.


This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.


Essential Functions:

1. Law Admissions Office Support

Manage all incoming and outgoing correspondence from the main admissions email inbox and answer main admissions phone line. This includes responding to emails with basic information regarding the admissions process, law school programs, housing, and life in Portland.

Screen calls and emails for the associate dean and admissions directors.

Update applicants on their status.

Troubleshoots problems applicants may have with our website or Unite.

Perform basic operations in Unite database, including document uploads and formatting applicant addresses.

Assist with the planning of and execution of admission events, including using mail merge to create name tags, running registration the day of events, coordinating tour groups, and performing other general event duties as needed. Occasional weekend and weeknight evening hours may be required with plenty of advanced notice.

2. Mailings/Web Support

Assist with making updates and edits to any of the web pages managed by the Admissions Office as necessary or as directed by the associate dean and admissions directors. This includes posting housing listings, creating event listings on the online recruitment calendar, and posting occasional updates to social media.

Send frequent and regularly scheduled prospect and applicant marketing mailings using our online database system and mass email communication software. Occasionally draft and send new mailings under the supervision of the associate dean and/or admissions directors.

Track and maintain accurate inventory records for all admissions publications and print materials.

Assemble and mail admissions packets.

Manage recruitment calendar and ship recruitment event materials.

3. Travel/Visit Support

Schedule all visits of prospective students, applicants, pre-law groups, and other admissions visitors. This includes arranging campus tours, setting up classroom visits, meetings with admissions representatives, and arranging meetings with deans, faculty, and other people at Lewis & Clark Law School.

Track and record data on campus visits for historical archives.

Collect travel reimbursement documentation from admitted students and complete their travel stipend reimbursement paperwork.

Minimum Qualifications:

High school diploma plus 3 years of related experience

At least two years of computer database experience

At least three years of customer service

At least three years of, Microsoft Office programs experience

Excellent customer service & communication skills, including ability to provide information and advice over the phone, in writing, and in person

Experience using a customer relationship management (CRM) system, such as Colleague, Unite, or similar

Advanced word processing, office software packages, Microsoft Office programs (MS Word and Excel specifically), and google email and calendar programs

Ability to handle a complex work flow in a fast-paced environment

Ability to coordinate and manage multiple office calendars

Analytical ability, flexibility, multi-tasking, and excellent problem-solving skills

Ability to remain extremely detail-oriented in a high-pressure environment

Ability to coordinate and train people on projects and services

Ability to work well with diverse populations and personalities

Preferred Qualifications:

Bachelor’s Degree

One or more years of Admissions office or other academic processes experience

Three or more years of computer database or communication programs experience

Three or more years of customer service experience

Experience using website editing software (e.g. Live Whale)

Basic knowledge of graphic design software such as Photoshop, InDesign, Illustrator

Some experience using social media for professional purposes.

Work Schedule:

37.5 hours/week, 9 months/year (Sept-May) 0.75 FTE

Exempt: No

Pay Rate:

LCCSSA Union Grade 14/Step F $25.73/hr

Benefits: Yes