Administrative Assistant & Visit Coordinator

Job Details

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.

Administrative Duties (40%)

• 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

Campus Visit Coordination (50%)

• 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

Event Preparation and Management (10%)

• Assist the Senior Associate Director of Admission with event preparation and on event days as needed

Qualifications

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.

Education and/ or Experience

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.

Minimum Requirements

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.

Preferred Skills and Characteristics Technology Skills

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.

Language Skills

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.

Mathematical Skills

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.

Reasoning Ability

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.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; use fingers, hands, reach with hands and arms; and talk and hear. The employee is required to sit. The employee may occasionally be required to stand and lift and move up to twenty-five pounds. Specific vision abilities required by this job include close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, and will include interaction with other staff, students, and the public, telephones, and other office equipment.

Compensation

This is a non-exempt position with an annual starting wage range of $34,000 - $38,000 salary range depending on circumstances including an applicant’s skills and qualifications, certain degrees and certifications, prior job experience, training, and other relevant factors. Additional compensation may be provided for overtime. Hood College has provided a compensation range representing its good faith estimate of what the College may pay for the position at the time of posting. The College may ultimately pay more or less than the posted compensation range. Hood College offers excellent benefits, including medical, dental, vision, retirement, paid time off, and tuition benefits. Learn more about Hood College.

To Apply

We invite qualified candidates to apply online via our electronic application which requires submission of a cover letter, resumé and three professional references.

If you need assistance with the online application process, please email humanresources@hood.edu or call (301) 696-3592.