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Administrative Assistant for the Office of Recruitment & Admission

Job Details

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


    Bachelor’s degree or equivalent 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.


    Working at Sewanee: The University of the South

    Known familiarly as “Sewanee” by its students, faculty, staff and friends, The University of the South offers an unmatched educational experience. The university remains purposefully small and dedicated to building a sense of community. All classes are taught by professors, not graduate teaching assistants, and close faculty-student interaction ensures that each student enjoys a rich and personal educational experience. It is not unusual for students and faculty members to work shoulder to shoulder on research projects and journal articles, to meet for coffee at a local eatery, or to serve together as members of the university orchestra, volunteer fire department, and other civic groups.

    The result of such individualized education is clear in the academic success of Sewanee students and alumni. The university has had 26 Rhodes Scholars—a number that puts Sewanee in the top four nationally among American liberal arts colleges—as well as 27 NCAA Postgraduate Fellows, 43 Watson Fellows, and dozens of Fulbright Scholars, and has an acceptance rate to graduate and professional schools that far outpaces its peers. The School of Theology has added to its alumni ranks countless bishops, including three of the last four presiding bishops of the Episcopal Church.

    Sewanee offers 36 majors, 32 minors, and 15 special programs, along with pre-medicine, pre-nursing, pre-law, and pre-business. More than 40 percent of students participate in study-abroad programs, and a comprehensive endowed program that provides financial support for summer internships has greatly strengthened career development for undergraduates. See more about Sewanee in the "Sewanee Snapshot" here.

    In an era of specialization, Sewanee upholds the broad-based ideals of liberal education as a surer means to success. At the University of the South, the adherence to outstanding liberal arts education and enduring traditions of honor, community, and respect have transformed many generations of students, and have earned the abiding loyalty and support of alumni who are enjoying lives of integrity, leadership, and service.

    The University is located atop the Cumberland Plateau between Nashville and Chattanooga, Tennessee. Sewanee’s physical environment, which includes the 13,000–acre Domain (as the campus and surrounding area is known), provides a remarkable academic and recreational resource, and an unparalleled place in which to study and reflect. It invites students to engage in both a multitude of outdoor activities and careful study of the natural environment.

    As the University celebrated the 150th anniversary of its founding in 2007–2008, it looked back on a rich history and forward to new opportunities for the next generations. “The essence of Sewanee is consistent from generation to generation,” said Vice Chancellor emeritus Joel Cunningham. “We are a university dedicated to liberal education, to time-honored traditions, and to our commitment to serve our students and this nation. We have been successful in advancing our mission, and I believe we have the resources and the will to ensure that Sewanee’s best years are still to come.”

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