Admission Office Customer Service Representative (Administrative Assistant)

Oregon Health & Science University - Portland, OR4.0

Full-time
Description

Job Title Admission Office Customer Service Representative (Administrative Assistant)
Department School Of Nursing
Location SON 0326
Work Unit Description
The Administrative Assistant is in a key customer service role and serves as the main point of contact for the School of Nursing Admissions office and provides support for a wide variety of professional, customer service and administrative support duties. This position is the first point of contact for internal and external visitors to the School of Nursing in the areas of admissions and provides professional support services, technical tasks and administrative duties in support of the office. Schedule is Monday – Friday, 8:30am-5:00pm. This position also assists with inputting and managing data related to applications and student inquiries in Nursing CAS and Banner and also assists with tracking the status of current students with required immunization and compliance documents in the American Databank system.

Work Schedule, Hours, FTE, Salary Range
FTE: 1.0, Full Time
Schedule: Monday - Friday, 8:00 am – 5:00 pm
Location: Portland, OR (Marquam Hill Campus)
Salary Range: $18.28 - $21.51 per hour
Job Type: AFSCME
Functions/Duties of Position
Public Relations

Provides administrative support for the Office of Admissions and is the first point of contact for the office including:
Responds daily to high volume phone calls, emails, and walk in visitors pertaining to all programs, responding with a professional level of proficiency and accuracy within 24 hours.
Meets and greets college administrators, faculty and students daily and maintains a cordial and welcoming environment.
Responds daily to priority requests, re-adjusts workload as needed and keeps the manager appropriately informed.
Participates in committee meetings, sets agendas, assists with meeting arrangements, and takes minutes as assigned.
Responds to all inquiries professionally with a positive and courteous tone while fielding questions in a complex fast paced environment.
Data Processing/Technical Support

Responsible for inquiry management and key application processing including:
Reviewing transcripts, compiling applicant information into reports, data entry and acting as liaison with program staff and faculty
Reviewing transcripts for completion of pre-requisite courses.
Compiling prerequisite and cumulative GPA information
Assembling applicant files including, application, essay, related scores and documents and ensuring files are complete.
Opening the mail and matching applicant materials and cross referencing materials.
Answering questions for faculty and staff about official applicant records.
Communicating with students about the status of the application during the admissions cycle, including missing documentation
Preparing admission and progression materials for informational packets to admitted, alternate, and denied students.
Entering confidential data for inquiries and all new applications including supplemental application materials, such as GPA and test score information, applicant demographic, biographic, and academic information, daily.
Follows up with current students on missing items related to compliance and immunizations.
Administrative Support

Coordinates meeting schedules and events for the Director and Assistant Director of the Admissions Office as requested including:
Coordinating multiple calendars to set appointments, audiovisual needs, and catering as needed.
Securing rooms and special services for meetings/special events using Edcomm and outlook calendars as needed.
Facilitating travel arrangements, and reimbursements and coordinating special supply orders for the unit.
Prepares and composes correspondence, reports, meeting minutes, and memos as requested.
Tracks, stocks and maintains supplies as needed for the office including ordering letterhead, folders and tchotchkes as.
Supports the planning and implementation of office events, including academic information sessions, visit days, college fairs, new student orientation, graduation, and other.
Manages and organizes a large volume of incoming and outgoing mail.
Tracks and deposits incoming checks weekly.
Schedules Portland undergraduate interviews and assists on the day of the interview.
Assists with data entry into Acemap
Other duties as assigned.
Job Requirements
Required

Two years of general office or secretarial experience; OR
An Associate's degree or certificate in office occupations or office technology and one year of general office secretarial experience; OR
a Bachelor's degree and one year of general office or secretarial experience; OR
an equivalent combination of training and experience.
Knowledge of academic organizations through work experience or education.
Experience working independently and in groups.
Demonstrated experience with working on multiple projects at once, and work on large multi-layered projects with multiple components with a high degree of accuracy.
Experience with responding to high volume of calls, e-mails, and visitors and being present consistently during scheduled hours.
Demonstrated experience with managing a complex filing system including paper and electronic documents.
Experience with data entry and using raw data to create summary data reports.
Ability to work collaboratively with internal and external academic, unclassified management, and classified personnel.
Ability to respond to high volume of calls, e-mails, and visitors, while maintaining a friendly, courteous tone in all interactions.
High degree of accuracy in all work.
Ability to maintain confidentiality and manage sensitive documents, including cash, in an appropriate and highly accurate manner.
Ability to work independently as well as with a team.
Ability to effectively use Word, Excel, PowerPoint, and Publisher.
Proven ability to utilize Word to write letters, e-mails, and create forms, and utilize Excel to merge data for labels and letters.
Must have highly developed written and verbal communication skills with the ability to accurately alphabetize, use web tools like "Google", and use related office machinery like the phone, fax, scanner, and copier.
Must project a friendly and approachable manner, be able to diffuse difficult interactions with customers, and wear professional attire to work daily.
Must be able to utilize Excel to sort data, insert header rows, sum, and merge data.
Demonstrated experience with data entry, filing, and word processing skills.
Preferred

Bachelor’s degree
Two years previous office experience working in Admissions, Registrar, Financial Aid or Higher Education setting preferred; OR
two years’ experience in high volume customer service oriented office setting.
Experience with planning and implementing events. Experience working with computer systems and complex data systems preferred.
Additional Details
Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation, contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.
How To Apply
Apply Online
Referral Bonus Eligible
Referral Bonus Amount
Drug Testable No