Administrative Assistant I - Admissions Office

POSITION TITLE: Administrative Assistant I

AGENCY: University of Massachusetts Dartmouth

SALARY: 15

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Perform functions of the application process according to standard, established procedures. This work involves a substantial degree of decision-making, accounting, and a working knowledge of business processes and systems. Input of multiple data points into the various University student database systems and monitoring of complex electronic filing systems. Provide excellent customer service as a primary goal which includes constant contact with the public and the campus community. Follows the University's best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

SUPERVISION RECEIVED:

Direct supervision - Director of Admissions
Functional supervision from support staff in higher classification

DIRECT REPORTING STAFF:

None

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Process approximately 11,000 undergraduate freshmen, transfer, and international applications generated through the admissions student system as well as corresponding documents and credentials associated with prospective student applications. Manage applications and/or credentials through electronic filing system and determining application completion and ensuring data accuracy.
• Update bio-demographic student information within system such as name, address, social security number, etc. Review qualifying documentation: possess an understanding of residency and citizenship criteria.
• Update application-related data to reflect program selection, entry term, student type admission decisions, including deposits and matriculation and housing preferences. Including status changes, request for program change, and processing of cancellations and refunds.
• Assign appropriate admission communications (e.g. Decisions, Dean's letters, merit scholarship awards, Honors College, and more). Provide updates to merit award data. Proof assigned communications for accuracy during peak seasons.
• Manage electronic transcripts and credentials received via independent 3rd party systems. Monitor various parchment platforms and problem-solve issues encountered with regard to such processes.
• Correspond with students, families, and/or high schools guidance counselors regarding application matters when applicable. Communicate with representatives from other members of the campus community regarding admissions-related matters. Correspondence and interact frequently with other campus Admissions departments (e.g. Online and Continuing Education, College Now, and Graduate Admissions) and other enrollment or student-facing departments (e.g. University Enrollment, Financial Aid, and the University Registrar). Create documentation of correspondences when appropriate.
• Perform data cleanup throughout admission cycle for annual census reporting using provided reports and queries.
• Continuous monitoring of application data and materials moving to and from the application system (i.e. Slate) into system-wide student databases (i.e. PeopleSoft and Document Imaging.)
• Manage and process changes for matriculated students including change of program and admission revocations (ADRV).
• Process and update prospective student data into CRM during peak recruitment seasons.
• Provide coverage for front desk clerks when necessary; manage incoming calls and voice mail message responses, manage Admissions main email, and triage walk-in customers.
• Participate in staff development and in-service training at various times during the year. Attend scheduled office staff meetings to promote better communication and to recommend advice on the operations of the office.
• Maintain strong knowledge of enrollment business processes for aforementioned areas. Possess an understanding of a full admissions cycle from inquiry to enrollment.
• Participate/Attend various Admissions recruitment and yield events such as Open House and Accepted Students Day.
• Administrative staff will be responsible for one or more of the following assignments. All Administrative staff will serve as back up for tasks including but not limited to: Manage and update suspended record in University student system of record; external organization and previously attended school records; manage CVPA art portfolio process including SlideRoom submissions including weekly review of reviewed submissions (by CVPA faculty), uploading score sheet to student record in Document Imaging; updating checklist and application status. When assigned-act as liaison to CVPA staff regarding art portfolio matters; process refund requests for application fees and deposits and assists Associate Director of Admissions with monitoring of refunded transactions for the purpose of reconciliation; maintain and process purchase orders and/or payments for undergraduate admissions invoices within the Buyways Requisition system; process all non-degree seeking programs within undergraduate Admissions using Quick Admit processes within the system (Dual Enrollment, Bristol PLUS); when assigned-act as point-person to the Director of International Admissions and primary liaison for International Admissions email correspondence; monitors credentials related to F-1 visa and I-20 processing.
• Perform other job-related duties and responsibilities as assigned.

QUALIFICATIONS REQUIRED AT HIRE:

1. Knowledge of the principles and practices of office management.
2. Knowledge of the methods of general report writing.
3. Knowledge of the methods used in the preparation of charts, graphs and tables.
4. Knowledge of the types and uses of general office equipment.
5. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
6. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
7. Ability to follow written and oral instructions.
8. Ability to gather information through questioning individuals and by examining records and documents.
9. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
10. Ability to assemble items of information in accordance with established procedures.
11. Ability to determine proper format and procedure for assembling items of information.
12. Ability to prepare general reports.
13. Ability to maintain accurate records.
14. Ability to prepare and use charts, graphs, and tables.
15. Ability to communicate effectively in oral expression.
16. Ability to give written and oral instructions in a precise, understandable manner.
17. Ability to deal tactfully with others.
18. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
19. Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
20. Ability to exercise sound judgment.
21. Ability to exercise discretion in handling confidential information.

QUALIFICATIONS ACQUIRED ON JOB:

1. Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
2. Knowledge of the proper telephone procedures for making and receiving agency calls.
3. Knowledge of the types and uses of agency forms.
4. Knowledge of the laws, rules and regulations governing the state personnel system.
5. Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
6. Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
7. Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
8. Knowledge of state accounting and budgetary procedures including terminology.
9. Knowledge of the principles, practices and techniques of supervision.

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least:

(A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management,

(B) any equivalent combination of the required experience and the substitutions from the Massachusetts State Classification Specification.

DEPARTMENT: Admissions Dept.

NO. OF POSITIONS: 1

INTERNAL/EXTERNAL POSTING: Yes

STATE FUNDED: No

SALARY: $52,449.02 - $73,712.34

HOURS: Monday - Friday, 9am - 5pm

GRADE: #15

UNION: AFSCME

UMass Dartmouth offers exciting benefits such as:

• 75% Employer-Paid Health Insurance
• Flexible Spending Accounts
• Life Insurance
• Long Term Disability
• State Pension Retirement Plan
• Optional Retirement Savings Plans
• Tuition Credit (Employee, Spouse, & Dependents)
• Twelve (12) paid holidays
• Paid personal, vacation, and sick time
• And More!

Benefits for AFSCME Union- AFSCME

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply please submit a letter of interest, a current resume and the contact information for three professional references.

The deadline for internal applicants is December 16, 2024.

The review of internal and external applications will be ongoing until the position is filled.