Admissions Operation Assistant

Standard

Hours:

FT, 12-months, 8:30AM-5:00PM

JOB SUMMARY:

Reporting to the Associate Director of Admissions Operations, the Admissions Operations Assistant supports the function and department operational systems of undergraduate, graduate and Bay Path Online admissions. This position assists by efficiently managing data collection, processing and reporting including inputting all prospective student data throughout the student admissions funnel utilizing Salesforce and Jenzabar systems.

• Manages the needs and use of both the Salesforce and Jenzabar systems in maintaining accurate student records as related to the admissions process. This includes data entry and updating of student information in the system.
• Prepares acceptance letters sent by email or mail written by the Executive Director for assigned programs. Queues the email flow via Salesforce to target audiences through the funnel stages and works closely with the Enrollment Marketing and Analytics department.
• Processes all students’ deposits, applications, inquiries, and accurately enters the required database information. Handles confidential information with efficiency.
• Maintains and updates student database when notified of informational changes. Assists with the preparation of weekly reports, mailing lists, and student profile reports.
• Maintains student files and forwards to the appropriate departments the originals of all Financial Aid, student records, and medical information received from students.
• Maintains confidential admissions files including student documents, transcripts, and letters. This position will also assist in building events, registrations, and tele-counseling lists.
• Works closely with the Enrollment Marketing team to ensure communications are up-to-date and consistent with our branding and messaging.
• Assists, coordinates and tracks campus visits for traditional admissions. Reports on these results regularly.
• Maintains up to date knowledge of all graduate, undergraduate and Bay Path Online programs, admissions requirements, and basic descriptions of degree programs. Is able to handle customer inquiries by phone and assists with office coverage.
• Attend trainings as required.
• Perform any other duties or tasks as assigned by the University.

• High School diploma required. Associate’s degree preferred.
• Data entry experience and knowledge of database systems.
• Excellent computer skills, thorough knowledge of Windows, Word, Excel, Publisher and PowerPoint.
• Ability to organize many projects and handle detail with accuracy.
• Excellent customer service and telephone skills.
• Ability to work well with a wide variety of constituencies.
• Ability to handle multiple assignments with diplomacy, efficiency and effectiveness.
• Excellent oral, written and interpersonal communication skills.
• Ability to work independently and cooperatively in a diverse, busy office environment.
• Must project a positive, professional image.
• Demonstrated time management and organizational skills.
• Ability to handle multiple tasks simultaneously.
• Ability to adhere to University policies and procedures.
• Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.