Administrative Assistant & Visit Coordinator

Frederick, Maryland•Frederick, MD

14h•$34,000 - $38,000

About The Position

Under the direction of the Senior Associate Director of Admission, the full-time Administrative Assistant and Visit Coordinator is responsible for providing administrative support to the Office of Undergraduate Admission and the Vice President for Enrollment Management. Additionally, this role is responsible for supervising daily campus visits for prospective undergraduate students (first-year and transfer) and their families as well as any special interest groups. The ideal candidate must have a deep commitment to customer service, possess superior organizational skills, and understand the importance of this role in recruiting prospective students at Hood College. Essential Duties and Responsibilities include the following. Other duties may be assigned.

Requirements

We seek a candidate who values diversity, equity and inclusion in all that they do.
Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College’s mission as a student-centered, liberal arts institution.
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Bachelor's degree preferred, some college experience and/or associates degree required.
Candidates should have two years of experience in college admission, hospitality, or customer service or an equivalent combination of education and experience.
Successful candidates must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Nice To Haves

Proficient in MS Office tools (Microsoft Word, Excel, and PowerPoint, Teams, OneDrive, etc.), e-mail and Internet.
Ability to learn new applications quickly including organization-wide information systems and department-specific software applications.
Strong oral and written communication skills.
Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone.
Ability to write routine reports and correspondence.
Fluency in Spanish is preferred.
Proficient with statistical and financial concepts.
Must have the ability to apply those concepts to tracking, projections, goal setting and interpreting reports.
Must be able to draw conclusions from reports and make cost effective decisions regarding programs.
Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to work independently and as a member of a group in developing and executing project plans.
Ability to work in theoretical arena and apply logic as appropriate.

Responsibilities

Answer main admission phone line, providing appropriate information to customers when possible and taking accurate messages and transferring calls as needed
Manage the admission and visit email inboxes, providing prompt and accurate responses and forwarding messages to others when necessary
Participate in regular admission and enrollment division meetings as appropriate and provide support to department colleagues as necessary
Assist in distributing mail and paperwork for the Enrollment Management division
Manage inventory of all office supplies and marketing materials
Provide administrative support to the Vice President for Enrollment Management including, but not limited to: Recording the minutes and coordinating the distribution of documents for the Enrollment Management and Marketing Committee at the quarterly Board of Trustee meetings Providing scheduling support Coordinating the logistics related to the hiring of Enrollment Management Division candidates
Participate in trainings and other professional development activities
Coordinate and provide logistical support for all campus visits including campus tours and interviews, information sessions, and group visits
Schedule visits
Set up confirmation communications
Greet visitors
Provide direction to student tour guides
Work with campus partners to fulfill special requests for visitors (ie. meet with a coach or faculty member)
Leverage the Customer Relationship Management (CRM) system to create schedules, communications, assessments, and reports related to campus visits
Oversee admission reception area, ensuring it is clean, stocked and always prepared for visitors
Assist the Senior Associate Director of Admission with event preparation and on event days as needed