Admissions Office Manager - University of Charleston : Job Details

Posted July 15, 2024

Admissions Office Manager

Admissions Department, University of Charleston

Job Summary:

The Admissions Office Manager serves as the first face and voice of the University of Charleston, assisting prospective students and their families as they schedule campus visits, register for on-campus events, and contact the Admissions Office's main phone and email address. Under the guidance of the Director of Admissions, the Office Manager coordinates all campus visits for individual students and school groups, provides extensive event planning and support for on and off-campus events, and effectively directs all incoming correspondence, including student records and transcripts, to the appropriate representative in the Admissions Office. This person also works extensively to ensure that all prospective student and applicant data is accurate and appropriately affiliated with each student record.

Duties and Responsibilities:

Visits -

* Take student reservations via online, phone, or email request for in-person and virtual campus visits. Ensure all visits are appropriately scheduled on the office calendar and assigned for staff coverage.

* Provide excellent customer service to prospective students by timely communicating tour confirmation, directions to campus, and visit follow-up.

* Communicate with campus partners (faculty and staff) to arrange for meetings and outreach with prospective students before, during, and after campus visits.

* Along with the entire Admissions team, provide support in planning, preparing for, and executing on-campus events.

* Ensure proper data entry and tracking for prospective student engagement.

* Ensure that campus visit materials (information packets, guest bags, etc.) are prepared before each tour.

* Maintain Admissions office calendar with campus visits, staff travel, and other relevant office events.

* Work with campus partners such as catering for event support.

Reception/Data/Clerical -

* Maintain current inventory of promotional items, print materials, and office supplies, proactively ordering new materials as needed.

* Serve as the primary contact for the main Admissions phone and email accounts. Direct calls and messages to the most appropriate contact for response.

* Open, sort, log, and distribute incoming mail.

* Assist with preparation of large outgoing mail campaigns.

* Process routine data imports into CRM.

* Prepare new applicant files for the review of the Senior Application Coordinator.

* Prepare and distribute various letters including acceptance, scholarship, and missing information requests.

* Provide general clerical support to the Director of Admissions and the Executive Vice President of Enrollment Management.

* Respond to requests for UC information and materials.

* Ensure the Admissions welcome area is always guest-ready with properly stocked supplies and a clean, neat appearance.

* Other duties as assigned

Preferred Qualifications:

Skills/Abilities and Knowledge

* Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint). Ability to move from one task to another with ease. Must be able to lift and carry marketing/promotional materials (up to 30 lbs.). Handle responsibility in a professional and timely manner. Always observe confidentiality. Exceptional customer service is essential.

Education and Experience

* Successful candidate must have some education beyond high school, with an undergraduate degree (associate's or bachelor's) preferred.

Applications will be accepted until the position is filled.

To apply for position, send cover letter and resume to:

Jason Sammons

[email protected]

The University of Charleston is an Equal Opportunity Employer