Administrative Assistant - AZ - Admissions

Summary

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.

Essential Duties and Responsibilities

Front Desk, Customer Service and Communication

• 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.

Scheduling & Event Support

• 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.

Administrative Operations & Records Support

• 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.

Social Media & Marketing Support

• 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.

Other Duties

Provide general administrative support to Admissions staff and complete other duties as assigned by the Director or Associate Director of Admissions.