Administrative Assistant- IL- Admissions

Midwestern University • Downers Grove, IL

15h • Onsite

About The Position

The Administrative Assistant provides front‑line reception and administrative support to the Office of Admissions, ensuring a welcoming environment and efficient daily operations. Reporting to the Associate Director of Admissions, this role manages reception coverage, phone and email communication, mail distribution, scheduling support, and CRM data entry. The Administrative Assistant assists with interview‑day logistics, visitor services, and departmental social media efforts, contributing to a positive and student‑centered admissions experience. The Administrative Assistant will provide support across reception, events, mail services, and overall office operations.

Requirements

• A high school diploma or GED and 1–2 years of administrative support experience are required, along with strong customer service skills.
• Must be able to work in a constant state of alertness and in a safe manner and have regular, predictable, in‑person attendance.
• Must be able to demonstrate excellent written and verbal communication abilities, strong attention to detail, and a high degree of accuracy.
• The position requires reliability, the ability to multi‑task in a fast‑paced environment, and consistent professionalism when interacting with applicants, faculty, staff, and students.
• Proficiency with MS Office (Word, Excel, Outlook, PowerPoint).
• Experience with admissions CRM systems preferred and strong attention to data accuracy.
• Comfortable learning new systems and following standardized data protocols.
• Familiarity with webinar platforms (Teams/Zoom) and basic email/SMS campaign tools.

Nice To Haves

• An associate degree, certificate program, or 3–5 years of related experience is preferred.
• Experience in higher education, admissions operations, or a professional office environment is also preferred.
• Strong customer service, clear written and verbal communication, and the ability to work effectively as part of a team are essential.

Responsibilities

• Provide courteous and professional customer service to visitors, applicants, students, faculty, staff, and the general public.
• Serve as primary reception and telephone support, including high‑volume phone interactions with prospective students; route inquiries appropriately.
• Monitor and triage the General Admissions email inbox, ensuring timely, accurate communication.
• Support outgoing correspondence, confirmations, and general communication flow with prospective students and applicants.
• Assist with scheduling advising appointments, interview days, virtual and in‑person info sessions, and campus tour.
• Support interview‑day facilitation including check‑in, materials preparation, meal badge assignment, distribution and collection, room setup, and hospitality needs
• Place and track orders for office supplies and food inventory for interview days and events.
• Process and distribute office mail, packages, and admissions materials.
• Complete accurate data entry and maintain applicant information in Slate and internal systems.
• Support general filing, document preparation, and records organization.
• Manage snack ordering and inventory for daily office use and interview‑day needs.
• Process and track orders for office supplies, Admissions folders, flyers, and printed materials.
• Oversee the Admissions Hotspot, including inventory tracking, safeguarding, assignment, and return documentation.
• Assist with replenishing supplies and maintaining organized storage areas.
• Assist with departmental social media tasks, including gathering content, posting updates, and supporting marketing efforts as assigned.
• Help assemble informational folders and materials for visitors, career fairs, and special events.
• Provide general administrative support to Admissions staff and complete other duties as assigned by the Director or Associate Director of Admissions.

Benefits

• We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.
• We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.
• We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.
• We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.
• Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees