"Admissions & Visitor Experience Assistant, Penn GSE"

Job Description Summary

This position has primary responsibility for managing the Admissions front desk including incoming phone calls and visitors, overseeing the GSE Admissions general email inbox, assisting with application processing, and providing project-based support to the Admissions and Financial Aid Team. The individual will play a critical role in ensuring the smooth and efficient functioning of our front desk, which is a highly visible role that manages a large volume of inquiries. This role supports students in the application process, helps maintain the integrity of that process, and provides responsive and welcoming customer service.

Job Description

Responsibilities include, but are not limited to, answering incoming calls and responding to questions, routing calls or taking messages as appropriate; responding in a timely manner to student inquiries from the admissions inbox; greeting visitors and assisting with requests for information, problem-solving, or referring to appropriate individuals for timely resolution; assisting with processing prospective student applications and admitted student files; managing the supply closet and maintaining office supplies/admissions swag. The person in this role will also provide event support for on-campus and virtual events for both prospective and admitted students events. Successful candidates will need to become familiar with our programs, the application process, and the admissions software used to manage the process, as well as other offices at Penn and Penn GSE.

Key Responsibilities

• Manage the Admissions front desk: Answer incoming calls and voicemails, respond to questions, and route calls or take messages as appropriate. Respond timely to inquiries from the admissions inbox. Greet visitors and assist with requests for information, problems, and/or complaints or refer to appropriate individuals for timely resolution. Process incoming mail. Create a welcoming culture for our guests and provide a high level of customer service.
• Assist with processing prospective student applications and admitted student files, especially as it relates to incoming documents.
• Assist the Vice Dean of Admissions & Student Affairs and other members of the Admissions and Financial Aid Team with special projects/initiatives on an ad-hoc basis.
• Provide the admissions team with event support for on-campus or virtual prospective and admitted student events.
• Manage supply closet and maintain office supplies.
• Represent GSE and the University at off-campus recruitment events.
• Perform additional duties as assigned

Qualifications

ESSENTIAL:

• A high school diploma or GED and 3-5 years of experience, or equivalent combination of education and experience.
• Familiarity with office procedures in an academic or complex organizational setting
• Excellent written and verbal communication; able to draft professional emails, memos, and reports, and handle inbound and outbound phone calls
• Highly organized with keen attention to detail; able to manage multiple calendars, meetings, and files
• Proven ability to prioritize tasks and meet deadlines in a fast-paced environment
• Demonstrated ability to handle sensitive information
• Proven customer-service skills
• Able to anticipate needs, troubleshoot issues, and propose solutions

PREFERRED:

• Experience in an education or nonprofit setting
• Experience working in admissions and with admissions-related databases
• Experience working with Penn systems

*All applicants must submit a cover letter along with their resume, detailing their interest in the position.

Expected Base Salary: $50,000, commensurate with experience

Job Location - City, State: Philadelphia, Pennsylvania

Department / School: Graduate School of Education

Pay Range: $18.99 - $24.04 Hourly Rate