Administrative Assistant III, Admission (1.0) - 3 Openings

Wesleyan Assurance Society • Middletown, CT

1d • $27 - $32 • Onsite

About The Position

The Office of Admission at Wesleyan University advances the University’s mission by recruiting and enrolling a diverse and academically talented student body. Through thoughtful outreach, clear and inclusive communication, and careful stewardship of applicant information, the Admission team partners with students, families, faculty, and campus colleagues to guide prospective students through the admission process and to support access, equity, and student success. Reporting to the Manager of Enrollment Operations, the Administrative Assistant is responsible for providing administrative support for the Admission Office. The role includes detailed data and systems work, high-volume written communication, and administrative coordination, with peak workloads during key points in the admission cycle.

Requirements

• Associate’s degree and two years of relevant administrative or an equivalent combination of education, training and experience.
• Effective communication skills, with the ability to convey information clearly, professionally, and accurately through appropriate methods.
• Proficiency with Microsoft Office Suite.
• Experience working with database management or information systems, including producing reports.
• Demonstrated ability to maintain accurate records and handle confidential information with discretion when working in database or CRM systems.
• Demonstrated functional and technical skills relevant to administrative and systems based work.
• Strong time management and organizational skills.
• Demonstrated ability to plan, organize, and prioritize work when facing competing deadlines.
• Ability to coordinate priorities, work independently, and manage multiple tasks with attention to detail.
• Ability to interact professionally and respectfully with a wide range of individuals and with a focus on customer service.
• Ability to work collaboratively and contribute effectively as part of a team.

Nice To Haves

• Experience using Technolutions Slate CRM.
• Experience managing high-volume data entry or record updates in a deadline-driven environment.
• Experience communicating with individuals from diverse linguistic and cultural backgrounds.
• Demonstrated flexibility and adaptability in a changing or fast-paced environment.
• Willingness to learn and engage with new technologies, including AI-supported tools, in the workplace.
• Goal and results-oriented approach to work.

Responsibilities

• Applicant Data & Systems Support Slate CRM data loads, updates, and data integrity checks.
• Applicant account management and application completion tracking.
• Uploads and entry of prospect and inquirer data.
• Records consolidation.
• School names and CEEB updates.
• Quarter and mid-year grades.
• School visit data, counselor contact information.
• ACT and SAT score reports and any additional score reports required of applicants.
• Importing and coding student attendee data for on and off-campus programs.
• Administer application fee waiver requests.
• Produce and maintain statistics reports related to the movement of applicants through the cycle for regular sharing with invested constituents.
• Email Management Answer prospective and applicant email replies effectively while managing high message volume in a timely fashion.
• Provide email management support for additional accounts.
• Holiday email coverage.
• Communicate application status with applicants, matriculants, and school officials.
• Communications, Inventory & Vendor Support Inventory all publications.
• Liaise with our preferred communications vendor.
• Monitor the Admission website for accuracy.
• Facilitate regular updates to the Communications Team.
• Office Operations and Administrative Support Provide routine administrative and operational support to ensure continuity of operations, as assigned, during the absence of the Manager of Enrollment Operations.
• Serve as backup support for the front desk and phone coverage team.
• Cross-train and provide vacation coverage for Operations Team colleagues.
• Order office supplies including nametags, paper, hospitality items and more.
• Reconcile P-Card transactions in Workday.
• Process incoming/outgoing mail.
• Oversee routine copier maintenance coordination and storage room supply ordering.
• Attend weekly Operations Team Meetings and provide notes.
• Execute office open and close procedures.
• Seasonal projects and divisional backup support as needed.
• Recruitment & Program Support Support deans during recruitment and yield seasons.
• Reconcile expenses and assist with travel booking and visit scheduling.
• Provide programmatic support for Transfer Admission (March to July), Freeman Scholars and other assigned programs.
• Support deans on special admission-related initiatives.
• Some evening and weekend work is required during peak period.
• Perform other similar and related duties as assigned.

Benefits

• Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.
• Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree