Job Details

Administrative Associate for Admissions and Student Services

Position Number: 6178735
Location: Santa Clara, CA
Position Type: Admissions/Enrollment

Administrative Associate for Admissions and Student Services

Position Title:
Administrative Associate for Admissions and Student Services

Position Type:
Regular

Hiring Range:

$22.02-$28.03 Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly

POSITION PURPOSE

The Administrative Associate for Student Services and Admissions has the overall responsibility of managing the day-to-day operations for the Admissions and Student Services teams for the School of Education and Counseling Psychology. This in person role will also be responsible for managing the student services and enrollment office, including: Communicating with prospective and current students, assisting with logistics for events, organizing appointments and materials, and overall customer service for the two units.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communications and Processes:

Manage the front desk and respond to respond to general questions from applicants and enrolled students through email, zoom/online, phone and in-person appointments.
Manage the integrity of student application materials in Slate and materials submitted electronically and through the mail (e.g., update applicant checklist Slate, update applicants' status changes, and send communications.
Assist the Admissions team by responding to prospective student queries in a responsive and timely manner.
Ensure adequate presence to meet with prospective students
Assist Student Services with accommodations for students with disabilities.

Student Services and Records:

Work with Admissions and Student Services team to ensure a smooth student matriculation process.
Manage the integrity of electronic and physical student records (includes running appropriate reports in Workday, filing documents for current and graduating students, ensuring newly matriculated students are enrolled).
Support the accuracy of active student status in Workday (process discontinues, leave of absence.
Support the Student Services team with processing student forms (petition to graduate, permission to walk, transfer credits, waiver credits), student registration, and scheduling classrooms.
Ensure adequate presence to meet with enrolled students.

General Office

Deliver excellent customer service
Provide office support for the Admissions and Student Services teams.
Assist with scheduling and calendaring for both teams
Order and inventory supplies for Admissions and Student Services teams.
Assist with classroom maintenance at beginning and end of terms.
Assist with events planned by Admissions and Student Services teams
Oversee reception area, greet walk ins and assist as needed
Review admissions and student service website and suggest edits and updates to marketing team
Serve as the first point of contact for visitors of Guadalupe Hall
Answer telephone calls and greet walk-in admissions visitors, make referrals as appropriate.
Maintains timely and effective communications about events via emails, social media, and other methods
Direct inquiries to appropriate departments and offices
Communicate applicable deadlines and due dates to internal and external audiences.
Maintain contact lists/directories for Admissions partners.
Assist with tracking prospective students and applicants in the admissions database (Slate)
Assist with communicating with candidates about their status and the documents needed.
Assist with ensuring all candidate files are as complete as possible.
Assist with reports and comparisons of enrollment numbers and track required Workday data and run Workday queries when required
Ensure administrative support is provided to the Enrollment Management and Student Services team, including office supplies, copier, mail services.
Assist Assistant Dean and Associate Director with website updates to the Admissions web pages
Provide support for the Marketing team and assist with social media scheduling.
Manage the integrity of application files--collecting all necessary documents in preparation for committee review, updating status changes in Slate/PeopleSoft and assisting the Associate Director of Admissions with application review.

Event Planning:

Works with Dining Services (catering), Media Services, Facilities, and other campus support units as necessary to execute events for student services and admissions teams.
Coordinates the logistical planning and implementation of SECP events across both the Admissions and Enrollment and Academic, Student, and Career Services units.
Maintain the event calendar for relevant admissions and student services events. Ensure communication about events through email, digital boards, and website is executed by student workers.
Work with the academic departments to ensure faculty presence at Admissions events when necessary

GENERAL GUIDELINES

Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create timely and efficient workflow.
Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
Prepares and submits reports as requested and required.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

KNOWLEDGE

Demonstrated commitment to multiculturalism and social justice.
Demonstrated familiarity with computer platforms, (google apps for education), software (Microsoft Word, Excel, and PowerPoint, Slate, Workday CRM systems), and the internet.
Appreciation for and understanding of the principles of Jesuit education.

SKILLS

Spanish speaking ability, preferred.
Strong written and oral communication (email, phone and in-person) demonstrating strong command of the English language.
Strong public speaking ability.
Recruitment, marketing and event planning and management experience, a plus

ABILITIES

Ability to counsel prospective and current students with discretion and maintain appropriate levels of confidentiality and professionalism.
Must be able to handle difficult situations with a professional demeanor and communicate effectively to multiple audiences and diverse groups.
Able to meet deadlines, work autonomously and handle competing demands
Ability to think strategically while balancing attention to detail, anticipation of needs, and excellent organizational skills.
Some evening and weekend work will be required.
Some travel will be necessary, including off-site recruitment events.
Must hold a valid driver's license.
Must have reliable transportation.

EDUCATION

Bachelor's degree preferred.

Years of Experience

Three or more years of related administrative experience or equivalent combination of education and experience required.

PHYSICAL DEMANDS

Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus and between two campus locations (Santa Clara, East San Jose).
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

WORK ENVIRONMENT

Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Administrative-Associate-for-Admissions-and-Student-Services_R5900-1