Graduate Assistant: Office of Undergraduate Admissions

Job Description

Graduate Assistant: Office of Undergraduate Admissions

Description
Department: Office of Undergraduate Admissions
Supervisor: Director of Admissions/Associate Director of Admissions/Coordinator of Admissions Operations

• Hours per week: 20 hours a week
• Stipend/Benefits: Tuition waived up to 24 credits & a $1000 stipend for the academic year

Role Summary
The Graduate Assistant will provide administrative support to the Office of Undergraduate Admissions. This role is designed to provide the student with professional experience in a higher education setting while supporting the operational goals of the department. The ideal candidate is a self-starter who can balance their academic workload while balancing duties and responsibilities as assigned. The Graduate Assistant will work part-time to assist the Office of Undergraduate Admissions with daily office operations and the recruitment of prospective students. The candidate's primary responsibility will be to assist with running the operations of the Admissions Ambassador Program, provide campus tours as needed to prospective students and their families while providing excellent customer service. The Graduate Assistant will provide desk coverage for Mohun Hall's front desk and answer the main phone line.

Qualifications
Primary Responsibilities

• Serve as the first point of contact, providing overall oversight and direction by assigning tasks and supervising Admissions Ambassadors. Support their performance, accountability, and professional development during assigned shifts to ensure efficient workflow and the successful completion of daily operations.
• Train, mentor, and lead Admissions Ambassadors, including conducting mock tours for new and developing team members
• Conduct mock tours with newly hired and training Admissions Ambassadors to prepare them to lead campus tours independently.
• Lead and facilitate campus tours for prospective students and families, ensuring an engaging and informative experience.
• Escalate Ambassador-related issues to Associate Director of Admissions and Coordinator of Enrollment Operations.
• Train and guide Admissions Ambassadors on how to run queries from Slate to ensure appropriate assemblance of packets and prepare mailing labels.
• Assist with interviewing, hiring, onboarding, and training new Admissions Ambassadors.
• Provide front desk coverage for Mohun Hall, serving as one of the first points of contact for visitors and ensuring a welcoming, professional environment.
• Answer and manage the main admissions phone line, responding to inquiries or directing calls as appropriate.
• Utilize Slate, the Enrollment CRM system, to look up student records and pull queries for required data.
• Run queries on subsets of students and prepare admit and deposit packets for mailing.
• Create and organize mailing labels for outgoing admissions materials.
• Support and participate in admissions events, including Open Houses, Accepted Student Days, and Falcon for a Day programs.
• Maintain and update data in Google Sheets and Excel to support admissions operations and reporting.
• Assist with administrative tasks that arise, such as mailings, filing, and inventory.
• Represent the College at high schools and college fairs, independently or alongside Admissions Counselors, through presentations and outreach activities, when necessary.
• Provide exceptional customer service to students, their families, and all auxiliary offices and staff.

Physical Requirements

• Ability to remain seated for extended periods of time while performing administrative tasks.
• Ability to occasionally lift and move materials weighing approximately 15-30 pounds.

Eligibility & Requirements

• Enrollment: Must be currently accepted in a Master's program at Albertus Magnus College in one of the following areas:
  1. Accounting (only two spots available)
  2. Business Administration
  3. Criminal Justice
  4. Management and Organizational Leadership
  5. Healthcare Administration (only two spots available)
• Valid Driver's License

Skills

• Experience working in education, counseling services, admissions, or business is preferred (but not required).
• Bilingual preferred (but not required).
• Excellent communication, organization and time management skills.
• Computer skills and proficiency in Microsoft Office Suite, Google Suite, GroupMe, and Social Media Channels such as Facebook, Instagram, and TikTok.
• Maintains professionalism and confidentiality.
• Works independently and with a team under pressure and is able to multitask.

Learning Outcomes

• Professional Communication Skills: Develop strong verbal and written communication through front desk interactions, phone management, and engagement with prospective students and families.
• Customer Service & Relationship Management: Build the ability to provide high-quality service, handle inquiries, and create positive experiences for diverse audiences.
• Leadership & Supervision: Gain hands-on experience supervising, training, and mentoring Admissions Ambassadors, including delegating tasks and providing performance feedback.
• Training & Facilitation Skills: Develop the ability to design and deliver trainings (e.g., mock tours), guide peer learning, and support onboarding processes.
• Public Speaking & Presentation Skills: Strengthen confidence and effectiveness in presenting information through campus tours and event participation.
• Data Management & Technical Skills: Enhance proficiency in tools like Google Sheets and Excel, including data organization, tracking, and basic analysis.
• Organizational & Operational Skills: Learn to manage multiple administrative processes, including packet preparation, mailing logistics, and workflow coordination.
• Event Planning & Execution: Gain experience supporting large-scale admissions events and understanding event logistics and coordination.
• Team Leadership & Collaboration: Build skills in leading a team, fostering accountability, and working collaboratively in a fast-paced office environment.
• Recruitment & Hiring Experience: Participate in interviewing and onboarding processes, gaining insight into talent selection and human resources practices.
• Time Management & Prioritization: Develop the ability to balance competing tasks and deadlines in a dynamic setting.

Work Schedule Requirements

• Monday - Thursday in-office shifts, between the time frame of 9:30 am - 4:30 pm, with 15-30-minute lunch break.
• Some evening and weekend hours will be required.
• 20 hours per week

How to Apply

1. Apply directly through Paycom
2. Current Resume/CV
3. Cover Letter detailing your interest in this specific assistantship and how it aligns with your studies.

To apply, visit https://apptrkr.com/7072618