Administrative Assistant II, Admissions and Recruitment

The Director of Admissions & Recruitment is seeking an Administrative Assistant II who is organized professional who is comfortable working in a fast-paced environment to provide administrative and clerical support, including but not limited to managing the daily operations of the Admissions office, while acting as the office liaison with students, faculty and staff. The person in this role will communicate with prospective, new and current students via walk-in students, email, phone, live chat & text message. Will run daily reports, maintain records, manage payments & coordinate schedules. Maintains clear communication with other stakeholder offices such as Advising & LifeMap, Assessment Center, Student Central, Facilities, Business Office, Public Safety, Marketing, Events Management, etc. Assist the Associate Director of Admissions and the Dean of Enrollment Management & LifeMap with administrative duties as assigned.

Job Responsibilities:

• Provide excellent customer service and follow up to all prospective students, inquires, new students and continuing students. All faculty, staff and internal and external organizations and other constituents inquiring about the College as walk-in students, email, virtual phone, live chat & text message communication.
• Help manage the front admissions desk operations, work together with student workers, ensure adequate coverage at all times, and leverage the Engage tool to efficiently triage and address walk-in inquiries.
• Support the documentation and development of admissions events within TargetX, ensuring all details are accurately captured and effectively organized.
• Managing the office staff coverage spreadsheet and Admissions Outlook calendar for admissions events, ensuring accurate scheduling and coverage.
• Schedule and assist with virtual and on-campus event set-up working cross-departmentally and with external vendors as needed.
• Submit requests for departmental website updates to the Integrated Marketing and Communications department.
• Manage incoming and outgoing office mail and communicate with the Mailroom as needed.
• Assist in mass mailings of materials, communicate with the Copy Center and Print Shop as needed.
• Perform data entry, filing, photo copying, faxing, and scanning documents.
• Generate and deliver daily reports, primarily from TargetX, as requested by the Director of Admissions & Recruitment.
• Prepare, attend and record meeting minutes at Admissions staff meetings and other meetings as assigned.
• Assist with Admissions, Recruitment, and Enrollment divisional outreach campaigns to prospects, applicants and newly accepted students including calling and sending emails and text messages.
• Maintain student files and ensure data integrity and confidentiality.
• Manage documents for the Payroll Office for current staff, faculty, student workers and new hires.
• Assist with hiring, managing and supporting student employees.
• Oversee documentation with Human Resources for hiring. Including assisting with coordinating interviews with potential hires.
• Assist with new hire on-boarding and training.
• Manage documents for the Business Office, including payment of recruitment events, contracts with outside companies, receipts, invoices, quotes, and W9's as needed.
• Submit Facilities work orders and follow-up with requests.
• Reconcile procurement card accounts for the Director of Admissions & Recruitment.
• Maintain Admissions funds/cost center and manage office supply inventory.
• Work cross-functionally with other departments, building and maintaining relationships.
• Participate in professional-development activities.
• Perform other duties as assigned by supervisor.

Requirements:

• Three years of full-time or equivalent part-time experience in office management. An Associate's or higher degree may be substituted for one year of the required experience.
• Demonstrated strong keyboarding, word processing and data base skills with a proficiency in Microsoft Office Suite.
• Experience in composing documents such as memoranda, reports correspondence, minutes and emails.
• Excellent organizational, interpersonal and communication skills, including a proven ability to interact in a professional and effective manner.
• Strong ability to problem solve, prioritize and multitask office projects and meet deadlines.
• Thorough knowledge of the principles and practices of office management.
• Proven ability to handle and be effective in a fast-paced environment.
• Demonstrated ability to work with a diverse faculty, staff and student population.
• Ability to work a standard week of 37.5 hours, Monday - Thursday, 9:00a.m. - 5: 00p.m and Friday, 8:00a.m. - 4:00p.m.
• Will be required to work evenings and weekends during Fall (the entire month of August) and Spring (the entire month of January) peak enrollment periods.

Preferred Requirements:

• Bachelor's degree in office administration, business management, or similar.
• Five years of full-time experience in office administrative work.
• Bilingual in Spanish, Portuguese or Haitian Creole.
• Admissions & Recruitment background preferred and experience working at a community college.
• Proven ability to prioritize multiple projects and work independently at a high level of productivity with minimal supervision.
• Experience with TargetX, Salesforce or Radius or other Customer Relationship Management Systems.
• Experience with Colleague (Ellucian) or other integrated information systems in higher education.

Additional Information:

Salary: $2,405.69 biweekly salary/$62,547.94 annual. Grade 17. AFSCME position. Full State Benefited position.

Review Date: August 7, 2026

• Applicants who do not meet the qualifications as noted above area encouraged to put in writing precisely how their background and experience has prepared them with equivalent combination of education, training and experience required for the responsibilities of this position.
• Please note that as a condition of employment, the final candidate will undergo Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI) background screenings in accordance with state regulations. The results of these screening may impact the hiring decision.

Application Instructions:

To be considered for this position please upload the following documents to your account:

• Resume
• Cover Letter

Please be sure to address the Required Qualifications in your documents.