Administrative Assistant, Office of Admissions & Financial Aid School of Law

Job Details

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Worklet and select Find Jobs. Locate the position and click Apply. Update your Education and Job History.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

The Administrative Assistant for the Office of Admissions and Financial Aid supports the office as the primary point of contact for all in-person visitors, general office phone calls and email correspondence. The Administrative Assistant assists with office management, project and recruitment support, and database management.

This non-exempt full-time position is office-based with regular weekday hours from 8:30am to 5:00pm with a one-hour lunch. Occasional weekend and evening hours may be required.

Job Description

Essential Functions:

Customer Service

  • Scheduling appointments for and welcoming guests and occasionally giving tours of the law school building.
  • Answering office main line and general Admissions emails.

Office Management

  • Opening and distributing mail and scanning transcripts and other applicant documents and adding to database.
  • Maintaining inventory of and ordering supplies, stationary, business cards, name tags and other needed materials.
  • Process invoices and payments for various expenses including office supplies, events, shipping, and student travel, among other things.
  • Assists in coordination of student assistants - managing onboarding,
    approving timecards, coordinating schedules, and giving project direction.

Recruitment Support

  • Manages process of shipping event materials to various recruiting events.
  • Oversees shipment of accepted student packets, prospective student campaigns, and other materials and correspondence to various prospective student constituencies.
  • Maintains records of recruitment material used from year-to-year
    to inform future recruitment use.
  • Provides leadership in event planning for various recruiting activities such as Admitted Students Days, workshops, and other on-campus events.

Database Management

  • Performs student information system (SIS) transfers and managing the various data requirements associated with setting accepted students up in the SIS.
  • Manage student data clean-up, including names and addresses, prior to
    CRM import.
  • Record emails and phone calls from prospective and applicants in CRM.
  • Assess and process application fee waiver request for prospective applicants.
  • Provide various reports as requested.

Other

  • May perform additional or other work as assigned.

Accountabilities

  • Initial point-of-contact for all in-person visitors, general office phone calls, postal mail, and email correspondence.
  • Timely acknowledgment and response to general correspondence, inquiries, invoices, and other communications
  • Packaging and preparation for shipment of postal mail, recruiting materials, and other communications
  • Updating prospective and applicant student database records as appropriate

Required Education, Knowledge, Skills, Abilities:

  • Bachelor’s degree and at least two years related experience performing comparable duties in a
    complex business setting.
  • Proficiency in learning and using technology, with specific aptitude for Google G Suite.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to organize workflow and coordinate activities.
  • Strong interpersonal skills and the ability to work effectively with a wide range of constituencies.
  • Positive attitude and desire and the ability to learn quickly.
  • Physical Requirements: standing, walking, pushing, pulling, lifting, talking, hearing and repetitive motions.

Preferred Education, Knowledge, Skills, Abilities:

  • At least two years of related experience performing comparable duties in a complex business or education setting.
  • Experience with Banner (student information systems) and/or Workday.
  • Experience with ACES2/Unite law school admissions management system platform.
  • Experience in Customer Relationship Management (CRM) systems, especially Slate.

Additional Job Description

In an effort to protect the health and safety of the campus community, all faculty and staff positions, excluding staff who perform duties exclusively at Graylyn Conference Center, are required to be fully vaccinated with an FDA approved or authorized COVID-19 vaccine prior to their hire date. Once hired, faculty and staff must maintain full COVID-19 vaccination status throughout their employment at Wake Forest University. Faculty and staff with disabilities or sincerely held religious beliefs that preclude vaccination should contact Human Resources to request a reasonable accommodation.

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.

Organization

Wake Forest University, formed in 1834, has experienced decades of growth and innovation.  WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs.  The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty.  It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount.

Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate," as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust.​

The University is comprised of:  the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus.  Students at Wake Forest University enjoy a great deal of access to and interaction with world-class faculty both in and out of the classroom setting with a student-faculty ratio of 11:1.  Wake Forest employs approximately 2,772 full and part-time faculty and staff.

Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen-team Atlantic Coast Conference (ACC).  Since its founding, the university has adopted the motto “pro humanitate,” which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight-dimensional well-being for students, faculty and staff as evidenced in the Thrive initiative.

Winston-Salem, NC

Wake Forest is located in Winston-Salem, NC, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina.  Winston-Salem is a family-friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene.

Winston-Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family.  Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town (www.visitwinstonsalem.com).

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