Kentucky Welding Institute (KWI) is seeking a professional, organized, and service-minded Admissions & Administrative Support Specialist to join our team.
This position serves as the first point of contact for prospective students, visitors, vendors, and callers while providing administrative support that helps keep our admissions process and daily office operations running efficiently. The Admissions & Administrative Support Specialist plays a vital role in creating an exceptional first impression of Kentucky Welding Institute and ensuring administrative processes are completed accurately and professionally.
The ideal candidate enjoys helping people, thrives in a fast-paced environment, embraces technology, and takes pride in maintaining organized, accurate records while supporting multiple departments. As KWI continues to grow, this position offers opportunities for expanded responsibilities and professional development.
Job Title: Admissions & Administrative Support Specialist
Reports: Director of Student Services
MAJOR RESPONSIBILITIES
Customer Experience & Admissions Support:
- Present a professional, welcoming, and service-oriented image of Kentucky Welding Institute through face-to-face interactions, telephone communications, written correspondence, and electronic communication.
- Take ownership of each customer interaction until the question or concern has been resolved or referred to the appropriate team member.
- Welcome prospective students, visitors, vendors, and guests to campus and ensure an exceptional first impression.
- Answer, screen, and route incoming phone calls and emails promptly and professionally.
- Coordinate and schedule campus tours.
- Learn and maintain a thorough knowledge of KWI's programs, certifications, housing options, policies, procedures, and student resources in order to effectively communicate with prospective students and visitors.
- Establish positive relationships with prospective students, identify their needs, and assist them through the admissions process while referring specialized questions to the appropriate staff.
- Develop and maintain positive working relationships with students, visitors, vendors, and fellow team members.
Administrative Support:
- Utilize Kentucky Welding Institute's Student Information System (SIS) to maintain accurate student records.
- Monitor attendance and grade records for accuracy and coordinate necessary updates or corrections.
- Coordinate student certification testing by tracking eligibility, scheduling testing dates, preparing required documentation, and maintaining accurate certification records
- Assist with student registrations, enrollment documentation, and administrative processing.
- Organize and process certification records and related documentation.
- Prepare reports, scan documents, maintain electronic and paper filing systems, and assist with compliance-related recordkeeping.
- Provide administrative support to instructors and staff, including appointment scheduling, document preparation, classroom support, and special projects.
Office Operations:
- Open and close the office daily.
- Maintain an organized and welcoming reception area.
- Oversee the office phone system and monitor staff availability for call routing and meetings.
- Coordinate incoming and outgoing mail, including Post Office pickups and deliveries.
- Maintain office, janitorial, and instructional supply inventories.
- Support efficient office operations by identifying opportunities to improve administrative processes and customer service.
JOB SPECIFICATIONS:
The ideal candidate will possess:
- Associate degree preferred, or an equivalent combination of education, specialized training, and relevant administrative experience.
- Previous experience in an administrative support, admissions, customer service, or office operations role preferred.
- Experience working with database or Student Information Systems (SIS) is preferred but not required.
- Proficiency with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint and/or Google Suite applications including Docs, Sheets, Slides.
- Ability to quickly learn new software platforms and technology.
Duties for the position require:
- A willingness to learn Kentucky Welding Institute policies, procedures, standards, and guidelines
- Exceptional customer service and interpersonal skills.
- Professional verbal and written communication.
- Strong organizational and time management abilities.
- Outstanding attention to detail and accuracy.
- Ability to work independently with minimal supervision.
- Ability to manage multiple priorities while meeting deadlines.
- Ability to maintain confidentiality and appropriately handle sensitive information.
- Strong problem-solving and critical thinking skills.Initiative and a willingness to continually improve office processes.
- Ability to work collaboratively in a team-oriented environment.
- Professional appearance and demeanor.
MENTAL AND PHYSICAL REQUIREMENTS:
- Ability to operate a computer, telephone, copier, scanner, printer, calculator, and other standard office equipment.
- Ability to communicate effectively in person, by telephone, and through written and electronic correspondence.
- Ability to read, interpret, and explain policies, procedures, and institutional information.
- Ability to manage numerous detailed responsibilities simultaneously while maintaining accuracy and professionalism.
- Ability to sit for extended periods while performing computer-based work.
- Ability to move throughout the office and campus as needed, including occasional lifting, reaching, bending, and carrying office materials or supplies.
- Ability to maintain focus and productivity in a fast-paced office environment while providing exceptional customer service.
Requirements of the job include the ability to do the work, with or without reasonable accommodations. Kentucky Welding Institute retains the right to add, subtract or change duties of the position at any time. This document does not create an employment contract, implied or otherwise, other than "at will" employment relationship. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law
Schedule
The position is Monday through Friday 8:00am – 5:00pm with a one hour lunch
Benefits
Regular full-time employees hired into a position that is 30+ hours or greater per week are eligible to participate in all employer-provided benefits, upon the wait of a 30-day period. Benefits eligibility is effective on the first of the month following the first 30 days of employment.
Paid Time Off (PTO)
Paid Time Off (PTO) is earned by all regular full-time employees after their first 60 days.
Leave and Holidays
KWI recognizes certain holidays by the closing of all classes and offices except where service is essential. All full time employees receive holiday pay.
Dress Code
- KWI logo apparel for shirts; jackets/coats optional
- Khaki or dress pants and/or skirts; jeans are acceptable on most days.
- Business closed toe foot wear
- No head gear for office staff
Job Type: Full-time
Pay: $18.00 - $30.00 per hour
Work Location: In person
