Administrative Assistant for Graduate Admissions Burlington and Sturbridge Campuses
Reporting to the Director of Graduate Admissions assigned to the Burlington and Southbridge campuses, the Administrative Assistant supports graduate admissions – most specifically the director who recruits students for the Applied Behavioral Analysis, Special Education, Licensed Mental Health Counseling, and the Developmental Psychology graduate programs. This position assists by efficiently managing all graduate office administration, event planning, phone calls from interested students, and the Jenzabar database. Additionally, this position is responsible for the maintenance of all admissions files for the programs noted above including student documents, transcripts, and letters as well as the scheduling of appointments and assisting with the planning of admissions recruitment and orientation events. ESSENTIAL JOB FUNCTIONS: • Organizes and coordinates all details of information sessions, speakers programs, on and off-site events, recruitment tours, campus visits, and other workshops or sessions. These details include but are not limited to notification of potential students and University staff, arrangements for food, equipment, materials, and room reservations, tracks attendance and ensures the effective operation of the registration process. • Manages the needs and use of the Jenzabar system in maintaining accurate student records as related to the admissions process. This includes data entry and updating of student information in the system. • Handles all departmental written correspondence with potential students. This includes preparing letters in the mail flow that have been written by the Director. • Oversees and coordinates the preparation of materials and gifts for special events. • Processes all course deposits, applications, inquiries, and accurately enters the required database information. • Maintains and updates database when notified of informational changes. • Maintains potential student files accurately and forwards to the appropriate departments the originals of all Financial Aid, student records, and medial information received from students. • Performs routine administrative assistant responsibilities as needed. • Assists at adult education campus events such as information sessions or orientations as required. QUALIFICATIONS: • Associate degree preferred or a combination of direct experience and education. • Strong customer service ability. • Excellent computer skills, thorough knowledge of Microsoft Office Suite including Publisher, and PowerPoint. • Experience with and current working knowledge of sophisticated databases highly desirable; working knowledge of Jenzabar helpful. • Ability to effectively organize multiple projects and handle detail with accuracy. • Excellent customer service and telephone skills. • Ability to collaborate and work cooperatively with a wide variety of constituencies with a focus on service. • Ability to handle multiple assignments with diplomacy, efficiency and effectiveness, meeting deadlines in a timely manner. • Excellent oral, written and interpersonal communication skills. • Ability to work independently and cooperatively in a diverse, fast paced office environment. • Must project a positive, professional image. • Demonstrated time management and organizational skills. • Ability to handle multiple tasks simultaneously and effectively. • Ability to handle confidential information with discretion. • Should be committed to a culture of diversity and respect. • Valid driver’s license. • Must successfully pass the online safe Driving Course and driving record check at time of hire and annually thereafter. Applicants for this position should submit a cover letter outlining salary requirements, resume and contact information for four professional references. All applications should be sent electronically in MS Word format to firstname.lastname@example.org. An equal opportunity employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff.