Administrative Assistant

Claremont, CA

Job Posting Title:

Administrative Assistant

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION: 

Reporting to the Director of Enrollment Strategies & Operations, the Administrative Assistant is expected to provide quality customer service to campus visitors and essential support in Admission operations.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be descriptive of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

• Ensure positive, informative, and accurate interactions via phone, email, or in-person with prospective students, families, counselors, and other campus constituents.

• Create a welcoming visit experience for prospective students, families, counselors, and other campus constituents.

• Ensure the Admission lobby and coffee/tea area remain organized, stocked, and visitor-ready throughout the day.

• Direct inquiries and directions to admission officers or other College departments.

• Support and work collaboratively with student employee supervisors in hiring student employees and to ensure daily coverage of campus tours and on-campus interviews.

• Support Office of Admission recruitment and yield projects as needed.

• Process (including data entry) prospective student information to ensure integrity of all student data provided via inquiry cards, applications, transcripts, test scores, financial documents, and other student record information. 

• Develop fluency of office tools, software, and procedures including the Microsoft Office Suite, Adobe Suite, and Technolutions Slate CRM.

• Work strategically with Director of Enrollment Strategies & Operations to optimize the use of Technolutions Slate CRM.

• Practice discretion and maintain confidentiality.

• Participate in various admission-related events.

• Active support for the College’s Principles of Community and Institutional Values in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:  

Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to thrive in a collaborative team environment and interact successfully with colleagues.

• Excellent written and verbal communication skills.

• Meticulous attention to detail and strong organizational skills.

• Ability to understand and follow oral and written directions, while also able to work independently with little direction, take initiative, problem solve, and propose solutions.

• Able to meet deadlines, set priorities and successfully manage multiple projects at once.

• Competency with Microsoft Office and Adobe suite software.

• Proficiency with systems/technology integration, spreadsheets, database applications, and other web technologies.

• Able to maintain confidentiality and has respect for high standards.

• Have a willingness, ability, and desire to learn, apply and explain various policies and procedures.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

High school diploma or equivalent or any combination of education, training, or experience that provides the required knowledge, skills, and ability to perform the job.

Three years of administrative, secretarial, or clerical support experience preferred.

Experience in student service and/or admission office setting.

Experience working with a database system, CRM, SIS, or document imaging. Preferred experience with Technolutions Slate CRM and Workday Student.

LICENSES / CERTIFICATES:

None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular status, full-time, benefits-eligible, non-exempt position.

The regular hours for this position are Monday-Friday 8:00 am-5:00 pm.  Hours may vary due to the needs of the College or department.

This position will be required to work a limited number of weekends.

Hourly rate range: $20.00-$22.25. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

           

SUPERVISORY RESPONSIBILITY:

None.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate. 

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. 

Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.