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Admission Office Manager

Ursinus College
Collegeville, PA, US

Job Details

Summary and Scope of Position:

The Office Manager contributes directly to the overall operation of the Office of Admission and provides a critical support role to the Director of Admission, Vice President of Enrollment Operations and professional admission staff. The Office Manager develops a working knowledge of all college offices and departments and supports the function and activities of the Office of Admission in recruiting an annual class of incoming students. The Office Manager is the initial contact person for all constituencies contacting and visiting the Admission office. Oversees overall office support as well as the entirety of the admission visitor experience.  The Office Manager provides technical support for all virtual admission events and assists with daily work, including data entry and general clerical and administrative duties.  The Office Manager is responsible for administration for all aspects of the student workers program (Gold Ambassadors, Senior Fellows) to maximize the prospective student experience. The Office Manager reports directly to the Director of Admission. This is a full-time, exempt position.



  • Supports daily office operations as well as current and future initiatives in the Office of Admission.  Develops a working knowledge of all college offices and departments; develops a thorough understanding of all admission and application processes at the college
  • Performs front desk duties for the Office of Admission; including managing all general phone calls and emails, routing calls to other offices in a professional manner; retrieves voicemail messages from Admission phone and forwards or responds to those messages as appropriate
  • Oversees the entirety of the admission visitor experience including day visits, Saturday visits, overnight visits, group visits and virtual visits. Schedules and coordinates prospective student appointments and visits, schedules student workers and ensures sufficient coverage by professional admission staff at these visits to provide the best possible prospective student experience 
  • Oversee, manage, and coordinate rental car process and budget oversight for professional admission staff travel
  • Provides general support for admission in-person and virtual events including but not limited to scheduling support staff, student workers, setting up and distributing zoom links to enrollment and other college offices as needed 
  • Schedules all student workers (Gold Ambassadors, Senior Fellows) for the semester, school breaks including the summer months and all admission related events
  • Oversees general office support including maintains, organizes, orders office supplies, contracts service contractors, facilities, cleaning as needed.  Reserves campus rooms for events
  • Provides support for the Vice President of Enrollment Operations, Director of Admission in administrative tasks including approving monthly expense accounts of professional staff 
  • Greets students, parents, faculty, staff, alumni, visitors, and guests in a friendly, welcoming, courteous, and professional manner; determines the needs of campus visitors and provides them with information or assistance as needed, or directs them to the appropriate person or department on campus
  • Assists with extensive data entry, report production, data requests, and related procedures for the Office of Admission; enters appropriate prospective student information into the admission database
  • Downloads and prints emails and other documents received from prospective students and distributes those documents into the correct work flow
  • Maintains and documents in the online database all contact with prospective students and their families, including phone conversations, emails, and campus visits
  • Participates in and assists with meetings, on-campus events, off-campus admission events, special programs, and other projects as needed.   Schedules and takes notes for admission related meetings
  • Supports the Vice President of Enrollment Operations, Director of Admission in their activities on an as-needed basis including correspondence, scheduling of appointments, and responding to phone calls and emails.  Develops and maintains an outlook calendar which includes in office staff availability both daily and seasonally 
  • Assists other members of the admission staff or leadership with their duties as directed by the Director of Admission
  • Requirements and Qualifications:

  • High school degree is required
  • Demonstrates the highest professional demeanor and ethical behavior while representing the institution
  • Ability and willingness to work occasional weekends and evenings to support admission events
  • Possess a celebration of diversity, both in the workplace and in student population
  • Ability to manage confidential information with discretion and sensitivity
  • Ability to maintain professional relationship with student employees and professional staff
  • Knowledge of Office suite programming (including Outlook) is required
  • Ability to work independently as well as collaboratively as an integral member of the admission team
  • Ability to manage budgets and oversee multiple projects effectively
  • Ability to plan and manage projects effectively and efficiently 
  • Collaborative and transparent approach to problem-solving
  • Excellent written and oral communication skills
  • Ability to stand in one place for significant amounts of time and ability to lift boxes up to 40 pounds required
  • Preferred Requirements:

    College degree preferred, with an appreciation for a liberal arts education experience

    Higher education experience 

    Knowledge of Slate CRM


    Other Duties:

    The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position.  They are not intended to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

    Job responsibilities and activities may be modified or changed at any time with or without notice.   Job descriptions will be audited periodically by the Ursinus Human Resources department to ensure they are up-to-date and reflect the essential responsibilities and duties of the job.



    Interested candidates should hit the apply button.  Once you create an applicant account, you will be prompted to upload your cover letter, resume, and a list with contact information for three references to the applicant database.  

    Ursinus is an EO/AA employer.  Ursinus College does not discriminate on grounds of race, color, national origin, gender, sexual orientation, gender identity or expression, religion, age, creed, ancestry, veteran status, marital status, disability, or other classification protected by applicable law in the administration of any of its educational programs or activities or with respect to employment.



    About Ursinus College

    • Founded in 1869
    • First admitted women in 1880
    • 1,650 students from 35 states and 12 countries
    • 20% students of color
    • 12 to 1 student-faculty ratio
    • Accredited by the Middle States Commission on Higher Education (MSCHE)
    • All students and faculty are issued laptop computers
    • Nationally renowned First-Year Experience, including the Common Intellectual Experience(CIE) Freshmen Seminar
    • Over 60 courses of study, including a variety of interdisciplinary programs.
    • The Center for Science and The Common Good offers students the opportunity to focus on the intersection of science and society.
    • Idyllic 170-acre campus 25 miles from Philadelphia
    • Member of Phi Beta Kappa, the Watson Foundation list, Project Pericles, Bonner Leader Program
    • Member of Project DEEP, the Annapolis Group, the Centennial Conference
    • Home to the Berman Museum of Art
    • U-Imagine Center for Integrative and Entrpreneurial Studies

    The College's most important assets are its faculty and staff. From time to time, a variety of job opportunities are available, both part-time and full-time. Ursinus is an ideal workplace where there are excellent resources and benefits and, of course, great people. The campus is beautiful and the students keep you young.

    Ursinus College is committed to the celebration of and respect for human diversity.

    Ursinus College does not discriminate on grounds of race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or other classification protected by applicable law with respect to all aspects of employment.

    Ursinus College complies with all federal, state, and local statutes and regulations governing employment practices.

    Ursinus College is an equal employment/affirmative action employer.

    All employees are expected to abide by Ursinus College’s equal employment/affirmative action policy.

    Specifically, in matters affecting employment and application for employment, the College will take affirmative action to ensure that each employee and applicant, regardless of race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, or disability (except as limitations may be mandate by law) is accorded equal treatment with respect to terms and conditions of employment, including recruitment, hiring, placement, and opportunities for advancement. The College will make good-faith efforts to enhance employment opportunities for minorities and women compatible with the availability of qualified candidates in relevant employment markets in which Ursinus College is able to recruit.

    Ursinus College is committed to the celebration of and respect for human diversity.  We believe that human beings derive meaning and purpose through their membership in groups as well as through their common humanity and their uniqueness as individuals.  Intellectual and personal growth are enhanced by understanding and appreciating the similarities and differences among groups and individuals.

    The celebration of, and respect for, human diversity at Ursinus is based on the following:

    • The principles of freedom and the quality of individuals as expressed in the Declaration of Independence and the Constitution of the United States.
    • The practical goal of preparing students to make significant contributions in an emerging global community.  All communities -- local, national and global -- are stronger and richer to the extent that individuals within them are able to communicate and to affirm life-enhancing values.
    • Individuals whose education has been grounded on mutual understanding and the celebration of human diversity are best prepared to contribute to the making of a just and equitable society.

    This statement on human diversity should inform and guide the Ursinus College community as it establishes and implements educational and administrative policies and practices.  These ideals seem especially relevant to those policies and practices that touch upon race, ethnicity, age, religion, sexual orientation and gender, and all other aspects which tend to differentiate human groups.

    In making this statement on human diversity, Ursinus College at the same time acknowledges the primary importance in an educational community of the diversity of ideas expressed in the pursuit of truth by all reasonable and free minds in an atmosphere of intellectual openness.

    This statement on human diversity at Ursinus College has been developed in the context of the mission statement of the College and the institutional values generated by the mission.

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