department coordinator Oberlin, OH
Oberlin
Full Time
Oberlin, OH
45698 - 12.04 USD HOURLY Today
Job description
The Arts and Sciences Office of Admissions at Oberlin College invites applications for Departmental Assistant II. This is a full-time (0.91FTE), Administrative Assistant, 11-month position, reporting to the Director of Admissions.
Responsibilities
The incumbent will have general responsibility for providing administrative support to the Office of Admissions. While primarily focused on correspondence and phone calls, the incumbent will also support other Admissions programs and activities. Responsibilities include, but are not limited to, the following:
Essential Job Functions
- Communicate regularly, effectively, and efficiently in a positive and professional manner with a diverse population in person, over the phone, and via email.
- Receive and route incoming phone calls to internal and external offices.
- Coordinate incoming email sent to general Office of Admissions accounts by rerouting, responding, or processing appropriately.
- Answer general questions about Oberlin College and the admissions process. Represent the college to prospective students, families, school counselors, the public, and other external sources.
- Assist with reception duties as needed, and serve as the back-up receptionist, greeting and assisting visitors when the primary receptionist is out of the office or away from the front desk.
- Manage and prepare print mailings, including postcards, letters, packages, and admit packets. Duties include but are not limited to generating recipient lists, updating letter texts, printing letters using mail merge, stuffing envelopes, preparing packages for shipment, and coordinating publication delivery and pick-up.
- Process incoming mail.
- Assist the data entry team by executing procedures as appropriate in the establishment and maintenance of accurate prospective student, applicant, and parent data in admissions CRM database (Technolutions Slate). Tasks include but are not limited to application processing, manual data entry, error checking, and scanning and indexing documents.
- Monitor usage and order departmental office supplies as needed.
- Follow all office policies in accordance with divisional priorities, including meeting reporting and documentation requirements as well as handling confidential material with care, utilizing professional judgment and discretion.
Marginal Job Functions
- Assist with maintenance of office and staff appointment calendars, scheduling meetings, making updates, and other related tasks.
- Provide support for professional staff travel, including scheduling high school visits and/or planning travel logistics such as airline, rental car, and hotel reservations.
- Support on-campus admissions events by assisting with event preparation and day-of event staffing.
- Other duties as assigned.
Required Qualifications
- High school diploma; ability to type 40 wpm;
- experience with Microsoft Word and Excel including mail merge (applicants chosen for interviews will be tested);
- Demonstrated ability to perform in a pleasant and professional manner on the phone and in person with visitors;
- Strong written and oral communication skills;
- Ability to perform detailed work with accuracy;
- Demonstrated ability to function effectively and efficiently in a rapidly-paced environment;
- Recent work experience demonstrating high level of attention to detail, accuracy, and organization;
- Ability to work independently, learn quickly, and work under deadline pressure;
- High level of customer service and professional phone etiquette;
- Experience with effective business written and oral communication;
- Experience and demonstrated ability to maintain confidentiality;
- Ability to work pleasantly with co-workers to maintain the Admissions Department’s cooperative team environment;
- Able to lift up to 25 pounds;
- Favorable references.
Desired Qualifications
Familiarity with Admissions and Slate; knowledge of Oberlin College and community; 3-5 years work experience in an office setting
Compensation
This is a pay grade 4 Administrative Assistant position and is to be filled at a hourly rate of $21.97 ($39,289) or at the appropriate transfer rate for internal candidates. This includes an excellent benefits package.
Special Instructions to Applicants
Applicants chosen to interview will be contacted to take keyboarding (40 wpm), Microsoft Word and Excel, mail merge and proofreading tests in the Human Resources Office. Candidates must pass all tests in order to be eligible for an interview. Any offer made to an external candidate is contingent upon satisfactory completion of a comprehensive background check.
This position is available to both internal Ocope members, and external candidates. Ocope union members will be given preference during the first 10 days, expiring 7/27/23.
This position is available to both internal Ocope members, and external candidates. Ocope union members will be given preference during the first 10 days, expiring 7/27/23.
Documents Needed to Apply
Required DocumentsOptional Documents
- Cover Letter
- Resume
- List of References
