Admissions Associate

Job Summary

This position is responsible for providing front office and administrative support for staff and students in Admissions and ADA Offices. The Office of Admissions and ADA Services is a fast-paced environment providing frontline student support through events, activities, and triage of essential enrollment information to prospective students through the point of enrollment. The ability to quickly triage information, direct students in a fast-paced environment, use and learn technology, and retain information is essential for this role. This position reports to the Senior Director of Enrollment Development.

Essential Job Functions

• Serves as the first point of contact for current and prospective students, parents, and visitors who telephone, email or visit the Admissions Office. Monitors student traffic flow within the office; provides assistance to and/or alerts professional staff of student needs 
• Performs administrative duties as needed for Admissions and ADA Support Services 
• Provides administrative support and event coordination for Admissions
• Provides phone triage and answers inquiries regarding application and enrollment processes 
• Schedules appointments for students
• Assists students as needed with initial application and account set up
• Utilizes and inputs data into the College’s Enterprise Systems
• Inputs data into the College’s Customer Relationship Management system (CRM) for prospective students
• Inputs confidential/critical student data into new student records to create student permissions to facilitate registration
• Responsible for application error resolution between the Enterprise System and the CRM system to ensure new applicant and person records are accurate
• Generates and sends new student welcome/College admission letters 
• Assists students as they complete their college enrollment application to ensure accuracy and completeness of data entered
• Provide excellent customer service by answering telephone, responding to email inquiries, greeting students or visitors, triaging calls/emails to appropriate parties as necessary, and monitoring flow of traffic within assigned area
• Edit, format, and revise a variety of documents and materials created by others. Proofread for grammatical, typographical, and basic content errors. Convert rough copy and drafts to final version quality reports, presentations, and documents
• Photocopy documents, fax, distribute incoming mail and other related materials, request/collect/track information, maintain inventory for assigned areas, order supplies, and maintain assigned filing systems 
• Monitor email inboxes for Admissions and Dual Enrollment Accounts. Provide responses when appropriate or forward message to appropriate staff member when needed 
• Assist with planning, organizing, and supporting various events as assigned 
• Keep abreast of all pertinent dates and information related to workshop registrations and maintain the Admissions calendar
• Be able to work with diverse people and create a safe and inclusive office environment
• Maintain inter-and-intra-departmental policies to ensure smooth flow of information
• May perform mail merges, develop spreadsheets, create flyers or slide presentations, or update websites
• Performs other duties as assigned

Minimum Requirements to Perform Work

• HS Diploma or equivalent 
• Four years of prior administrative support experience 
• Demonstrated aptitude and proficiency learning and using new technologies
• Proficiency with Microsoft Excel, Word and other office software applications in a Windows environment (spreadsheet, database, presentation graphics, web authoring software) 
• Excellent organizational skills and the ability to multi-task to successfully balance multiple competing priorities
• Excellent ability to work with and learn new technology
• Excellent customer service skills, friendly demeanor, and understanding and acceptance of people from various backgrounds 
• Excellent written and oral communication skills
• Ability to work some nights and weekends (i.e.. orientation, special events, etc.)
• Must be positive, cooperative, and supportive

Preferred

• Associate Degree

Supplemental Information

SALARY INFORMATION:

This position will be placed on the 12-month non-exempt staff salary scale at grade 7.  Actual salary placement based on qualifications and experience.  Position includes excellent benefits package.

PHYSICAL DEMANDS:

The work is normally light work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Additionally, the following physical abilities are required:   

• Hear/talk/communicate – Must be able to exchange information and communicate
• Visual acuity - Ability to perceive or detect surroundings
• Mental acuity – Ability to focus, concentrate, understand, and convey subject matter
• Repetitive motion (i.e., keyboarding)
• Stand/sit/walk – Ability to move or traverse from one area to another

WORK ENVIRONMENT:      

College campus, direct contact with diverse students, staff, faculty and the general public in classrooms, common and shared areas, offices, and campus environments.  Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms.  Use of safe workplace practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls; observance of fire and building safety regulations; observance of College policies; and observance of traffic laws when/if driving College vehicles.

TO QUALIFY FOR EMPLOYMENT, SELECTED CANDIDATES MUST:

• successfully complete a criminal background check (for designated positions)
• be able to work on campus as of the first day of employment
• be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
• be currently authorized to work in the US, as the College does not offer Visa sponsorships  

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment.