Admissions Services Assistant

Job Summary/Description:

Provides front‑line support for the Office of Admissions as the primary point of contact for walk‑ins and callers. Creates a welcoming, professional environment for prospective students, families, and visitors while delivering friendly, efficient, and accurate customer service in person, by phone, email, and through system interactions.

Typical Duties/Job Duties:

Provide front‑line customer service for the Office of Admissions by:

• Serving as the primary point of contact for callers and visitors.
• Greeting students, families, faculty, staff, and guests in a professional, service‑oriented manner.
• Answering and routing calls on a multi‑line phone system and providing accurate information.
• Responding to inquiries regarding admission requirements, application status, deadlines, and general ASU information.
• Maintaining a welcoming and customer‑focused office environment.
• Updating phone training materials and managing holiday/out‑of‑office messages for the main Admissions line.

Support admissions processing to ensure accuracy and compliance by:

• Assisting with application processing tasks, including data entry, document indexing, and record updates.
• Maintaining confidentiality of student records in accordance with FERPA and university policies.
• Using admissions, CRM, and related university systems to retrieve and relay accurate information.
• Logging interactions in Salesforce accurately and promptly.

Contribute to efficient office operations by:

• Helping maintain admissions communication tools, shared calendars, and voicemail systems.
• Assisting with basic reporting, data tracking, and spreadsheet updates.
• Operating standard office equipment, including computers, printers, scanners, fax machines, and multi‑line phones.
• Managing facility requests.
• Maintaining material inventory for Admissions Counselors.

Perform cash management and reconciliation duties by:

• Receiving, processing, and receipting cash, check, or credit card payments for application fees.
• Verifying fee amounts, preparing receipts, maintaining daily logs, and balancing payments with receipts.
• Depositing funds as directed by Student Accounts/Bursar’s Office.
• Following cash‑handling procedures established by ASU and the Texas Tech University System.

Carry out additional responsibilities as needed by:

• Attending training sessions, seminars, and meetings.
• Assisting with special projects, events, and peak processing periods.
• Providing backup support to other admissions team members.
• Performing other duties that support the mission and goals of the Office of Admissions.

Knowledge, Skills and Abilities:

Knowledge of:

• General office procedures and practices.
• Spelling, grammar, and punctuation.
• Word processing, spreadsheet, and database software.
• Strong organizational and communication principles.

Skill in:

• Operating computers and online systems relevant to the assignment.
• Oral and written communication.
• Interpersonal relations and providing customer service.

Ability to:

• Perform basic mathematical calculations.
• Organize, prioritize, and complete tasks accurately and on time.
• Work with strong attention to detail.
• Operate a variety of office equipment, including multi‑line phone systems.

Minimum Qualifications:

• High school diploma or equivalent.
• Three years of experience working in an office environment with significant customer service responsibilities.
• Experience using standard office equipment, including computers, spreadsheets, calculators, fax machines, photocopiers, and multi‑line phone systems.

Preferred Qualifications:

• Some college coursework or higher education.