Holy Names University in Oakland, CA, is seeking a Front Desk Administrative Assistant. This position supports the Office of Admission and is primarily responsible for a prospective student and family’s campus visit experience. This position will perform a variety of administrative functions and general office support in a high volume environment. The Specialist would also actively collaborate with the other offices in the Enrollment Management Division as well as various other offices across campus. The Front Desk Administrative Assistant is responsible for the delivery of superior student customer experience.
Essential Duties and Responsibilities Include:
Be a liaison between prospective families and the Admissions staff to provide seamless, superior customer service and recruitment support including assisting staff, managers, and outside customers who call and or visit
Oversee daily schedules of appointments for all admission staff and assigns tours and interview sessions to appropriate staff
Coordinates office calendar and supports student recruitment staff with recruitment travel arrangements
Coordinates on-campus events including open house visit days, academic program information sessions, student orientation events, and related campus programs
Coordinates individual prospective student visits, including arrangements for tours, classroom visits, interviews, and meetings with various campus constituents
Reserves space and coordinates mailings/communication for off-campus recruitment events such as college fairs, high school visits, and regional information sessions
Helps schedule and support special group tours
Assists Admissions staff with scheduling meetings and appointments as needed
Interacts with other offices, such as Financial Aid, Marketing and Public Relations, Athletics, Campus Services, Student Accounts, Business, Housing, Advising, Registrar, and Alumni/Advancement Offices
Assists with data entry for prospects, applicants and computerized applicant/credential tracking when needed
Responds to the clerical and word-processing needs of professional staff, preparing reports, office forms, composing and typing correspondence, preparing data and summaries, maintaining spreadsheets and databases for a variety of office needs
Performs other organizational and clerical tasks as needed for office functioning and as required by the Vice President, Director, Associate or Assistant Directors
Coordinates student workers for events and tours
High school diploma or equivalent required and some college preferred. 2-3 years of successful work in office reception and clerical support; knowledge of Microsoft Word, Excel, Outlook, Access, excellent verbal and written communication skills (bilingual in Spanish desirable), office organizational skills, and ability to set up systems for tracking and monitoring ongoing activities of the department. Ability to relate to persons from a broad range of backgrounds is a must. Prior experience in a college/university setting is desirable, with a general understanding of student development and leadership education. This is a Full-time position.
For consideration, applicants should submit the Holy Names University Staff Employment Application, cover letter, resume, and the names and contact information for three references to firstname.lastname@example.org. The University reserves the right to make employment contingent upon successful completion of a background screen.