Admissions Administrative Associate IV

Profile

Admissions Administrative Associate IV
Department:
Admissions
Position:
Admin Associate IV
Wage:
$16.88 - $17.00/ hourly depending on experience
Union Affiliation:
MFPE
Starting Date:
ASAP
Description
This position reports to the Senior Director of Enrollment Management and manages the Offices of Admissions and Registrar. This position answers and transfers calls to appropriate departments and facilitates communication and customer service; provides detailed information to prospective and current students via telephone, email, and in-person communication regarding admissions and university processes, procedures, and policies as well as general university programs and functions.
Additionally, this position provides support to these offices and services and is responsible for all
aspects of the front-line customer service in the Enrollment Management office. During key seasons such as orientation, commencement, and registration, this position may be required to work outside of normal office hours.
This position also maintains office appointment schedules for all admissions staff in regards to prospective student visits, schedules tours, and confirms appointments and tours; creates and edits correspondence; runs and formats reports; performs general office duties including copying, faxing, filing, and managing the general email accounts for Admissions, and Registrar; processes incoming and outgoing mail and distributes correspondence; greet guests; maintains inventory of
office supplies and orders needed office supplies as necessary; performs accurate and consistent data entry; maintains and updates university directory; assists with departmental budgets; assists with event planning and management; serves as office manager; and performs other duties as assigned.
Responsibilities
The preferred candidate will possess:
All aspects of the front-line customer service for the office and ensures that customer service is at a high-level of excellence via phone call, email correspondence, or in-person communication.
Interprets and enforces university policies and procedures related to the services of the Admissions and Registrar offices.
Performs clerical support services for the Admissions and Registrar offices including: answering phones, mail distribution, stocking forms, filing and assuring confidentiality of materials.
Schedules and confirms prospective student tours and appointments.
Serve as campus operator and manage campus directory.
Processes student record requests including but not limited to applications for admission, transcripts, enrollment verifications and academic file requests.
Assists with the transition to e-Transcript and e-Verification in the National Student Clearinghouse and maintains this system once the transition is complete.
Assists with admissions and registration preparations, including but not limited to the preparation of admissions and registration materials, registering and processing change of schedules, BANNER system setup, reviewing appeal procedures with students, and support in transitions to e-processes and services related to registration and institutional research.
Assists with recruitment and graduation preparation including but not limited to preparing recruitment and graduation materials and packets, data entry, calling and email campaigns to potential students and graduates regarding important deadlines and support during recruitment events and the commencement ceremony.
Provides data cleaning and entry support and organization for Admissions and Registrars.
Maintains student schedule conflict and appeal procedures support including overload credits and double blocking requests and determining that appeal materials are gathered, received and provided to the registrar prior to appeal meetings.
Assists with departmental budgets and cash record keeping including the weekly submission of processes to the Business Office and reconciliation reports to the National Student Clearinghouse
Assists in maintaining and updating web pages.
Processes and files grade changes and updates.
Assists and oversees document scanning, data and record maintenance projects for the offices.
Other duties as assigned.
Requirements
This position will possess:
Associate Degree or related experience
A valid driver’s license
Knowledge of office operations
Excellent customer service skills
Strong computer software skills with preferred proficiency in spreadsheets, word processing software, Microsoft Office and Window suites, and a comprehensive understanding of data entry and data management
Budget management skills
Exceptional organization and detail-oriented skills
High quality written and oral communication
The ability to work effectively under pressure and maintain a pleasant demeanor
Team focused
The ability to maintain confidentiality in relations to federal guidelines such as FERPA.
Preferred
Working knowledge of the block schedule (Experience One)
Familiarity of the environment of southwest Montana and the majors offered at UMW
Prior supervisory experience
Event planning and management
Ability to understand and access educational technologies available at UMW
Ability to learn and understand university policies, processes, and practices pertaining to UMW
An understanding of the student’s holistic enrollment process
The University and Dillon Area
**MEMBERS ONLY**SIGN UP NOW***. Western is a dynamic, innovative, undergraduate university with over 70 full-time faculty and over 1,200 students. It is located in Dillon, Montana in the scenic Rocky Mountains and has been awarded numerous top national rankings for delivering high quality, affordable education.
Montana Western is the only public four-year college in the nation offering
Experience One (X1),
experiential learning delivered on the block schedule. Class sizes are small and students take a single course at a time, three hours each day for 18 days, before moving on to the next course. Each course is four credits and four blocks are offered each semester. The block schedule facilitates field and lab work, undergraduate research, study travel, and interdisciplinary teaching. Montana Western’s faculty strongly believe in mentoring and inspiring students, and assisting them in the transition from university life to professional careers.
**MEMBERS ONLY**SIGN UP NOW***. Western is an integral part of the Dillon Community. With a population of 5,000 people, Dillon is known for outstanding public schools, safe environments, recreational opportunities, and an excellent quality of life.
**MEMBERS ONLY**SIGN UP NOW***. Western is an equal opportunity/affirmative action employer and encourages applications from qualified women, minorities, veterans and people with disabilities.
Criminal Background Investigation is required prior to the Offer of Employment
In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References:
References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing:
Individual hiring departments at UMW may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility:
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UMW, as legally required (e.g., Form I-9).
Application
Review of applications will begin immediately, but will remain open until the position is filled.
A complete application Includes:
Letter of Interest
– addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable.
Detailed Resume
– listing education and describing work experience.
Professional References
– names and contact information for three (3) professional references.
Job Location
Dillon, Montana, United States

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