Job no: 506514
Work type: Staff Full Time
Categories: Other Staff Positions, Administrative & Office Support

**48-week positions (1 positions will be off during June; 2 positions will be off during July) **

General Summary of Position: Perform all functions of the admissions process according to standard, established procedures. This work involves a substantial degree of decision-making, accounting, and excellent computer skills. Input data into the student information system and monitors a complex electronic filing system. Provide excellent customer service as a primary goal. Constant contact with the public and campus community. Follows the University’s best practices to build and/or support student academic success and retention and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):

Works under supervision of the Associate Director of Admissions. May take functional direction from administrative staff in a higher classification

DIRECT REPORTING STAFF-N/A THEIR STAFF- N/A

None None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Examine, prepare, cross-file, and process approximately 1,200 freshmen/transfer applications into the student database system and routing files through document imaging (DI). Determine completeness. Request incomplete information, updating, adding, or changing the information accordingly in the computer. Maintains a complex filing system and monitors the location of files within the document imaging system.
• Scan/Link documents into document imaging (DI). Route documents through the DI system.
• Relink documents/folders when appropriate or when a major is changed.
• Add or change social security numbers on-line based on accurate documentation.
• Update statuses in the student system to reflect decision (matriculation/housing). Assign appropriate congratulatory letters (acceptance/deans by college/merit/community living/second/third choice/denies and various other letters). Record merit amounts and Honors Accepts in computer. Proofread and review all assigned communications daily, for accuracy prior to routing into Document Imaging.
• Process and update student records for received documents via regular mail, email, or fax. Determine accuracy, legibility, and appropriateness of documentation when necessary and communicating with applicants if follow up is required.
• Communicate student status. Some decisions (with discretion) will be given to prospective students, parents, guidance counselors and the campus community via the appropriate communication method. Record conversations when necessary.
• Receive and record matriculation/housing fees. Work in conjunction with University Enrollment Center and the Bursars Office to ensure recording accuracy of received payments for student financial billing credits. Assist with processing refunds for withdrawn students.
• Receive and respond to documents received through the fax machine when necessary making sure they are legible and official.
• Receive E-Script transcripts – download or scan into document imaging (DI). Linking file to correct applicant in DI monitoring the completeness of the file.
• Change status in the student database system upon receipt of request to either decline offer or request for refund. Process refund requests. Update applicant status in the student database system upon receipt of request to either decline offer or request for refund. Add requests to prepared list for submission to Bursar’s Office. A list is prepared and forwarded with amount of money to the Bursar’s Office.
• Request course descriptions. The number of transfer credits (for transfers) are recorded in computer for use in the Financial Aid office.
• Process change of majors in system when requested by counselors or upon student request.
• Add prospective students to customer relationship management (CRM).
• Process international admissions applications and prepare I-20 requests forms for students needing F-1 visa.
• Serve as backup for communication mail merge process as needed.
• Fill in for the receptionist when necessary. Perform all duties related to the receptionist.
• Participate in staff development and in-service training at various times during the year. Attend scheduled office staff meetings to promote better communication and to recommend advice on the operations of the office.
• Direct other e-mail requests to appropriate departments (Online & Continuing Education, Graduate Admissions, University Enrollment Center, University Registrar and other departments).
• Participate in attendee registration for various Admissions events such as Open House and Accepted Students Day.
• Other related duties as assigned.

Minimum Qualifications (Required): Applicants must have (A) at least three years of full-time, or equivalent part-time, clerical experience in the operation of electronic data processing data entry equipment or statistical machines such as key punch, key to disk, key to tape and verifiers, and (b) which at least one year must have been in supervisory or administrative capacity, or (C) any equivalent combination required experience and the substitutions below.

Substitutions:

I. A certificate or diploma as evidence of completion of a course of study in business or electronic data processing or computer programming may be substituted for a maximum of one year of the required (A) experience. *

II. An Associate's degree in business or electronic data processing or computer programming may be substituted for a maximum of two years of the required (A) experience. *

Note: No substitutions will be permitted for the required (B) experience.

*Education toward such a certificate, diploma or degree will be prorated on the basis of the proportion of the requirements actually completed https://www.mass.edu/forfacstaff/classificationspecs/home.asp.

QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)

• Ability to read, write and comprehend the English language.
• Ability to assemble items of information in accordance with established procedures.
• Ability to deal tactfully with others.
• Ability to perform arithmetic computations (addition, subtraction, multiplication and division) with speed and accuracy.
• Ability to work accurately with names, numbers, codes and/or symbols.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to follow oral and written instructions.
• Ability to work independently.
• Knowledge of the types and uses of equipment used in electronic data entry.
• Knowledge of the types and uses of equipment used in mail sorting and addressing.
• Knowledge of the terminology and standard abbreviations used in electronic data processing.
• Knowledge of clerical office practice, including office record keeping.
• Skill in operating electronic data processing data entry equipment, including typewriter style, keyboard-controlled machines.
• Ability to communicate effectively both orally and in writing.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to determine the proper format and procedure for assembling items of information.
• Ability to adjust to changing situations to meet emergency or changing program or production requirements.
• Ability to read and interpret documents such as equipment operating manuals, specifications and layouts.
• Knowledge of training methods as applied to office machine operation.
• Knowledge of the types and uses of equipment used in photo reproduction.
• Skill in operating duplicating equipment.
• Skill in operating electronic data processing peripheral equipment.
• Ability to conduct training and instruction in office machine operation.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
• Knowledge of the principles, practices and techniques of supervision.
• Knowledge of training methods used to instruct in the operation of electronic data processing entry and peripheral equipment

Additional Information:

**All three positions will be 48-week positions. The time off will be either the month of June or the month of July. Salary will be prorated.

Department: Admissions Department

No. of Positions-4

Internal/External-X

State Funded-X

Salary: $ $39,760 *-prorated for 48-week position.

Hours: Monday-Friday, 9:00 a.m.-5:00 p.m.-2 positions and Monday-Friday 8:30-430-1 position

Grade: -14

Union: AFSCME

QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities)

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Knowledge of proper telephone procedures for making and receiving agency calls.
• Knowledge of the types and uses of agency forms.
• Skill in operating general office machines including calculators, typewriters, date stampers and postage machines.
• Ability to explain the provisions of the laws, rules and regulations governing assigned unit activities.
• Knowledge of the types and uses of equipment used in electronic data entry.
• Knowledge of the types and uses of mail sorting and addressing equipment.
• Knowledge of the terminology and standard abbreviations used in electronic data processing.
• Knowledge of clerical office practices.
• Skill in operating electronic data processing data entry equipment.
• Ability to maintain accurate records.
• Ability to determine the proper format and procedure for assembling items of information.
• Ability to read and interpret documents such as equipment operating manuals, specifications and layouts.
• Knowledge of the types and uses of equipment used in photo reproduction.
• Skill in operating duplicating equipment.
• Skill in operating electronic data processing peripheral equipment.
• Ability to conduct training and instruction in office practice.
• Knowledge of the principles, practices and techniques of supervision.

Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.

Special Instructions to Applicants:

To apply please submit a letter of interest, current resume and the contact information for three professional references.

The deadline for INTERNAL applicants is October 20, 2020. The external deadline will be October 23, 2020.

Advertised: 08 Oct 2020 Eastern Daylight Time
Applications close: 23 Oct 2020 Eastern Daylight Time