Operations Assistant at Mount Saint Mary College in Newburgh, New York

Job Description:

  Job Title: Operations Assistant                           

Reports To: Assistant Director of Admissions Operations           

Status:  Full-time Hourly 

Primary Duties and Responsibilities

The Operations Assistant provides support to the Admissions office in the overall function of application processing with accurate data input and maintenance among the college’s CRM, integration, and enrollment platforms. This position also assists in maintaining all Admissions communication via email, phone, print mailings, and general office organization and events.

1. Process all complete applications by accurately entering and identifying data required into CRM software.


2. Process Admissions decisions by running daily queries, checking integration platform, and verifying all pertinent data has imported into the enrollment SIS accurately.


3. Check all Admissions email inboxes and reply where applicable, assign messages to other staff members as required.


4. Download and assign official documents from multiple online import sources, scan and upload incoming paper documents and file as needed.


5. Run daily audit queries to maintain data integrity.


6. Assist with print mailings within the Admissions office via mail merge within Word and Excel.


7. Answer the college’s 800 phone line where needed and respond to general questions regarding the school or direct calls to other staff and departments as needed.  Staff the front reception desk and greet visitors as needed.


8. Provide Administrative support to the leadership team in Admissions.  


9. Attend weekly Operations meetings to learn of changes or improvements to operations procedures.


10. Create and maintain work orders for all Admissions events and order general office supplies for the department.


11. Assist with Admissions events on campus as needed.

Requirements

1. HS diploma required, Associates or Bachelor’s degree preferred


2. 4-6 years experience in an administrative office setting, preferably in higher education


3. Accurate and efficient data input skills with an eye for detail.


4. Strong written, oral, and interpersonal communication skills.


5. Strong organizational skills with the ability to prioritize and work independently and within team projects.


6. Comfortable learning and adapting to new technologies and software.


7. Experience working in a highly collaborative and culturally diverse environment with the ability to maintain confidentiality of data.


8. Proficient in Microsoft office Suite; specifically, Excel, Word, and Outlook.


9. Experience with Slate CRM or similar Customer Relationship platforms preferred.


10. Experience with Jenzabar EX or other enrollment software preferred.


11. Some customer service experience preferred.