Hybrid Admissions Office Manager and Coordinator at Fisk University

Description

 

PRIMARY FUNCTION: The Office Manager/Office Coordinator is responsible for the organization and coordination of office operations by maintaining office systems (workflow, delegation of responsibility and tasks), developing, and implementing procedures, and deploying resources to facilitate organizational effectiveness and efficiency. This individual

supervises and directs the work of the Admissions Operational staff (Data and Visit program) and the division’s student workers.

 

AREAS OF RESPONSIBILITY: Maintains office services by organizing office operations, procedures, supervising operational staff/student workers, and ensuring teamwork and collaboration.

 

CAMPUS VISIT/SPECIAL EVENT PROGRAMS

· Supervise and direct the operational staff/student workers in the campus visit program (Campus Visit Coordinator and Campus Visit Assistant/Receptionist).

· Develop processes and implement procedures that are efficient, and data driven.

· Direct the processes and procedures that guide the campus visit experience, including phone and systems protocol, data entry and transfer, all leading to an exceptional customer service experience.

· Manage tours + Communicate w/ Fisk University Student Ambassadors (Calendly + excel)

· Event Coordination (Preview Day, Scholars Weekend, etc.)

 

DATA ENTRY

· Supervise and direct the operational staff/student workers responsible for data entry and integrity, reporting, communication flow and correspondence. Scan and File Documents

· Assist with training of operational staff in optimal data entry procedures and documentation. Monitor and review data entry for accuracy daily. Submit admissions documents for approval (HelloSign)

· Create, execute, and produce queries from database to ensure data integrity and accuracy. Assist with maintenance, updates, and dissemination of coding documentation. Name Parchment files (Admissions H Drive)

 

OFFICE MANAGEMENT

· Maintains front desk office staff by recruiting, admissions, and training operational staff.

· Provides procedures for retention, protection, retrieval, transfer, and disposal of paper and electronic records.

· Maintains office efficiency by planning and implementing office systems (purchasing, documentation, inventory).

· Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.

· Completes operational requirements by scheduling and assigning operational staff and following up on work results.

· Coaches, empowers, and enables operational staff/student workers by planning, monitoring, and appraising job performance.

· Contributes to team effort by accomplishing related results as needed. Contribute enthusiastically to the collaborative work of the Enrollment Management and Student Success team.

· Ship, pickup, and deliver mail (On campus, off campus, FedEx)

 

SUPERVISORY RESPONSIBILITIES: Provides supervision to operational staff/student workers and provides guidance to staff directing the daily work of admissions office student employees.

 

CONTACTS: Communicates primarily with other staff in Admissions and Recruitment, staff in other units of the College, administrators, current students, alumni, and various external entities.

 

Qualifications

 

 

EDUCATION: Bachelor’s degree from an accredited college/university.

 

EXPERIENCE: Essential: Three years of experience as an office supervisor with similar or related responsibilities. Desirable: One - two years’ experience working in higher education environment

 

KNOWLEDGE, SKILLS, ABILITIES:

· Knowledge of and facility with the Microsoft Office suite of computer applications.

· Excellent organizational and critical thinking skills

· Excellent interpersonal communication skills (face-to-face, phone, and e-mail)

· Proficiency in data gathering, summarizing and reporting

· Proficiency in writing clear and correct prose and correspondence

· Ability to work independently as well as collaboratively

· Ability to maintain accurate and well-organized records

· Ability to maintain confidentiality

· Ability to manage detail, manage multiple projects, meet deadlines and work with frequent interruptions

· Ability to acquire new knowledge and develop new skills

 

Additional Requirements: A background and/or credit check will be required of the

successful applicant. An official transcript (if applicable) and names, addresses and

phone numbers of three (3) references will be required of the successful applicant. This

is a full-time, on-campus position that may require occasional evening and weekend

work, as well as travel for recruitment and professional development events. To be successful in this position, an individual must be able to perform each essential duty

satisfactorily. The qualifications listed below are representative of the knowledge, skill, and ability required.

 

COMMUNICATION SKILLS

This position involves a significant amount of email, phone, and Zoom communication; strong written and oral communication skills are essential. This position requires skill in navigating cross cultural situations and relationships. This individual must handle confidential information with integrity.

 

DECISION MAKING/JUDGMENT

This position involves managing projects and/or assignments requiring decision-making authority regarding schedules and plans. The position requires the ability to think clearly and act responsively.

 

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