Administrative Secretary

Saginaw Valley State University•Lexington, MA

About The Position

The Administrative Secretary processes, updates, and maintains incoming admissions applications using digital files and multiple technology platforms, and provides clerical and administrative support to the Admissions Office. The role integrates data across systems, electronically processes application documents and student records, supports communications with prospective students and their families, and assists with recruitment and admissions events. The position also coordinates student employee work assignments, provides training and daily supervision, generates reports, assists with data cleanup and application troubleshooting, and supports departmental projects and programs. Occasional evening work is required to manage the office and student employees and close the office; recruitment events may require occasional weekend hours. Duties are generally performed indoors and are not exposed to adverse conditions.

Requirements

High school diploma or equivalent, plus additional education, training, or certification in a related field.
Three years of job-related clerical experience; experience in higher education is preferred.
Excellent spelling, grammar, punctuation, basic math, and oral and written communication skills.
Demonstrated customer service and interpersonal skills for interacting with faculty, staff, students, and the general public.
Personal computer proficiency, including Microsoft Office Suite, and ability to learn specialized software programs, including web development.
Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
Experience and ability to interact positively with diverse student populations and groups.
Ability to organize, prioritize, and expedite workload while working under occasional time pressure.
Ability to think critically and troubleshoot situations that need resolution.
Ability to learn Admissions procedures and data reports.
Ability to maintain confidentiality of files and records.
Ability to respond quickly and appropriately to varying, unique, or difficult situations.
Team-oriented approach and a strong performance record.
Ability to exercise judgment based on established policies and procedures when handling routine work situations and problems.
Ability to perform the essential duties with or without accommodation.

Nice To Haves

Higher education clerical experience.
Intermediate-level knowledge of Microsoft Excel.

Responsibilities

Integrate and maintain data across databases and platforms, including CRM, SIS, imaging, and reporting systems, Microsoft Word, and Microsoft Excel.
Electronically receive, upload, image, process, update, and maintain applications and official documents for incoming applicants; enter and manipulate student data and complete CRM processing forms.
Assist with mailings to high school counselors and prospective students about opportunities at SVSU.
Process and edit Communication Management and Document Codes in SIS for applicants.
Communicate with students, parents, and counselors about application progress, updates, corrections, and decisions through written and oral communications.
Provide clerical support, including composing, typing, proofreading, and mailing correspondence; scheduling appointments, tours, and meetings; answering application questions by email; answering and routing telephone calls; greeting and directing visitors; filing, copying, faxing, and coordinating mailings.
Train student employees and coordinate, facilitate, and supervise their daily work assignments.
Generate admissions reports and provide application assistance to internal and external staff and departments as needed.
Prepare periodic and special reports, including daily and weekly admissions reports, error reports, and processing forms; clean up data to resolve application issues.
Assist with promotional campaigns for visits and recruitment events.
Perform other assigned duties and assist other staff members as needed.
Provide departmental administrative support, including facilitating and coordinating assigned projects and programs.
Assist with recruitment events, including occasional weekend check-in and answering questions from parents and students.
Manage the office and student employees from 4:30 to 6:00 p.m. on occasional evenings and close the office.