Administrative Assistant for the Office of Recruitment & Admission

Position Overview

Primary Function:

Reporting to the Director of Recruitment & Admission, the Administrative Assistant for Recruitment & Admission is the first point of contact for prospective students and is responsible for seeing them through the admission and aid process, ensuring students are submitting required material in a timely manner, answering questions about the process, and preparing application and aid packages for review and approval.

This position receives general supervision. The staff member uses judgment and experience and works independently to complete projects of varying complexity.

This position is the primary role for training, scheduling, and supervising work-study students.

Career Band: NE10

Position Description

Typical Duties & Responsibilities:

Initial case management for all inquiries: answering questions, providing information, describing our different degree programs and policies, and discerning eligibility based on academic, seminary, and diocesan policies and practices.

Track and encourage prospective students to move students through the recruitment process.

Responsible for all aspects of visit coordination including securing accommodations, developing a custom visit schedule for each student, coordinating meals and invitations with current students, arranging for transportation, and scheduling faculty interviews as necessary.

Track and organize the receipt of all required documents (letters of recommendation, background checks, academic transcripts, bishop and diocesan endorsements, etc.) and communicate with prospective students regarding their application status.

Maintain current knowledge of financial aid policies and procedures and determine which sources of funding may qualify for the various categories of calculation (parish, diocesan, outside scholarship).

Assist in financial aid including performing a needs analysis and preliminary award calculations, preparing student budgets in Ellucian Banner, applying funds to student accounts, and ensuring required documents are submitted (application, outside scholarship forms, parish and diocesan support forms, health insurance documentation, tax records).

Maintain receipts and process monthly ChromeRiver reports.

In collaboration with the Director of Recruitment & Admission, this individual coordinates the development and dissemination of most communication for the Office of Recruitment & Admission using a variety of media.

Ensure the distribution of marketing materials including inquiry packets, post-call mailers, marketing postcards, and other materials for seasonal mailings.

Maintenance of marketing materials, office equipment, office supplies, and prospective student visit supplies. Place orders as needed and track expenses against the budget.

Utilize digital systems such as Salesforce and Calendly to maintain and log communications with prospective students and other key constituents.

Manage office calendar including prospective student calls, campus visits, daily staff assignments, admission interviews, and meetings.

Manage the office email account, responding or rerouting to the appropriate faculty and staff as necessary.

Input student information into Ellucian Banner in a timely and accurate manner.

Prepare status reports (both hard and electronic copies) using Salesforce & Banner.

Prepare admission and financial aid letters.

Perform other duties as assigned

Judgement Required:

Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.

Machines & Equipment Used:

Computer, fax, copier, printer, scanner, Excel, Salesforce, Calendly, Chrome River, Gmail, Google Drive, Google Calendar, and Google Docs.

Budgetary Responsibility:

Process and code invoices, departmental purchases, reimbursements, and travel allowances. Monitors expenditures against budget.

Personal Interaction/Communication:

Student Contact: Daily; communicating via telephone, personal contact, correspondence, and email

Internal: Dean of the School of Theology, Associate Dean of Academic Affairs, Associate Dean for Community Life, Director of Operations, Faculty, Facilities Management, Rental Housing, Marketing & Communications, Alumni & Church Relations

Daily; communicating via telephone, personal contact, correspondence, and email

External: Visitors, clergy, seminary alumni, diocesan support staff, diocesan officials, bishops, recommenders, other institutions, colleges, and companies.

• Daily; communication via telephone, personal contact, correspondence, and email.

Attributes of a Successful Candidate

Education:

Bachelor’s degree or equivalent experience.

Experience:

Three years of office management experience or previous experience as an administrative assistant.A working knowledge of The Episcopal Church, its vocabulary, and its hierarchy is preferred.A working understanding of the ordination process in The Episcopal Church is preferred.

Job-Related Skills:

Demonstrated professionalism, integrity, and confidentiality with applicant records, background checks, and financial aid information.Excellent organizational skills and time management skills with the ability to prioritize logically and effectively.Demonstrated ability to work effectively and collegially with internal and external constituencies at all levels.Ability to communicate clearly and effectively, both orally and in written form, while explaining admissions policy and procedures from both academic and ecclesial perspectives.The desire and ability to create and work in a positive and welcoming environment.

Licenses & Certifications: None.

Supplemental Information

Confidential Information:

Student records, background checks, letters of recommendation, and other pertinent correspondence

Working Environment:

Typical office environment

Physical Requirements: None.

Any additional requirements specific to this position:

DEI Institutional Statement:

At the University of the South, our commitment to inclusion and belonging is grounded in our core values of community, courage, flourishing, and inquiry. We seek to build a community enriched by our diversity and centered on equity, justice, mutual respect, and shared responsibility.

Equal Employment Opportunity:

The University of the South is an equal-opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.