Admission Operations Assistant

Bethel University has an opening for a full-time Admission Operations Assistant.

The purpose of this position is to provide support to the functions of the admission office and assist prospective students and their families. While the position is mainly a behind-the-scenes role, there will be events, and other as needed moments when this position is called upon to be more forward facing.

Success Factors : Candidates for this position should be focused, highly organized, self-motivated, detail oriented, adaptable to change, able to multitask efficiently and possess strong interpersonal communication skills. Spanish speaking ability is preferred but not required. Experience with the Slate CRM preferred but not required.

Essential Job Functions:

DATA ENTRY/PROCESSING : Daily processing of application documents. This can include applications, transcripts, resumes, essays, references, and more. Other records maintenance duties may include scanning, copying, printing and filing. Provide careful attention to detail to ensure accurate data and records are maintained. Ability to use the Slate CRM to assist counselors or prospective students with questions about documentation is essential. All Operations team members will be able to complete all processing/data entry types, however, each member will have area(s) assigned as their primary duty.

PHONE/TEAMS/EMAIL OPERATIONS: Alert and notify staff of guest arrivals and any special needs. Quickly respond to the immediate needs of calls coming in and route to the appropriate person on campus. Utilize various modes of communication when working with colleagues and prospective students and their families.

CUSTOMER SERVICE: Greet and assist campus guests (both scheduled and walk-in visitors) and provide information regarding campus visits, application process, academic and extracurricular programs at Bethel, and local area attractions, as well as directing guests to other offices on campus. When fielding phone calls, provide the same level of customer service over the phone as when a family is in person.

KNOWLEDGE BASE : Stay abreast of campus and community news, specifically in regards to questions visitors or callers may have.

STUDENT WORKERS: Assist in managing student workers.

CAMPUS VISITS AND SPECIAL EVENTS: Assist the admission visit and events coordinator with customer service related duties involving individual campus visitors and also assist with set-up for new student registrations and other large admission events.

SPIRITUAL DEVELOPMENT : Encourage the spiritual growth, development and care for self and colleagues.

Performance Expectations

• Be a self-starter and have the ability to handle multiple tasks without supervision
• Take direction and work well with others and independently
• Work under the stress of deadlines while balancing multiple obligations and use available time/resources effectively to fulfill commitments
• Contribute quality and dependable work performance with thoroughness and accuracy
• Productively adapt to change, -as well as unexpected situations, and handle other tasks as assigned
• Maintain a high level of confidentiality
• Respectfully resolves conflict
• Foster open communication and encourage positive work relationships
• Encourage colleagues and promote high morale by having a positive attitude
• Cultivate positive relationships between and among the campus community and outside constituencies as appropriate
• Demonstrate ability to work with a wide variety of people and personalities
• Display a commitment to promote diversity in student programming and employee work environments
• Follow all personnel and departmental policies and procedures
• Fully participate in and contribute to the accomplishments of office missions and goals
• Process student information in accordance with FERPA regulations
• Model a committed Christian lifestyle per the College's Lifestyle Covenant
• Function with honesty and integrity regarding tasks and interpersonal relations based upon professional standards established by NACCAP and NACAC

Job Knowledge, Skills and Abilities Required:

• Must be able to work well with others and provide helpful and friendly customer service/hospitality to all admission constituents
• Professional appearance and demeanor

• Knowledge of and experience with computer systems, programs and MS applications including Word and Excel
• Familiarity with database management functions, as well as excellent typing skills
• Demonstrate ability to efficiently and effectively solve problems and initiate and implement projects independently

• Possess outstanding organizational skills and must be detail oriented
• Must be able to disseminate information clearly and accurately when communicating with prospective students, campus guests, co-workers and external constituents
• Proficient in the use of office equipment such as multi-line phone system, copier, printer, shredder, scanner, etc.
• Continually learns new things to enhance efficiency for team as a whole