Administrative Assistant

Job description:

Position Overview

We are seeking a highly organized and proactive Administrative Assistant to support the Admissions Team on a 6-month contract basis, with the potential for full-time employment. This role is ideal for someone with strong administrative skills and a passion for working in a dynamic, fast-paced environment. The successful candidate will assist with the admissions process, coordinate with prospective students, and support the administrative team in all aspects of student enrollment and document management.

Key Responsibilities:

• Student and Faculty Inquiries: Respond to all inquiries from prospective students, current students, faculty, and staff regarding admissions processes, program offerings, and general inquiries via phone, email, and in-person.
• Application Support: Assist prospective students through the application process by coordinating the collection of necessary documents and ensuring timely and accurate submission of applications.
• Document Management: Help maintain and organize student records, ensuring all relevant documentation is collected, processed, and uploaded into the admissions software system.
• Enrollment Support: Work closely with the admissions team to assist with the coordination of student enrollment, including scheduling follow-up appointments and advising students on program eligibility and next steps.
• Data Entry & Record Keeping: Maintain and update student information in databases, ensuring accuracy and integrity of all student records.
• Payment Processing & Invoicing: Assist with processing student payments, revising invoices, and tracking financial transactions in accordance with college policies.
• Coordination & Communication: Help coordinate with internal departments and external stakeholders to ensure smooth operations and timely communication regarding student applications and admissions.
• Sales Support: Support student enrollment by contributing to efforts that positively influence student registration, promoting the benefits of various programs, and helping students navigate the admissions process.
• General Administrative Support: Provide administrative assistance to the admissions team, including scheduling meetings, preparing reports, and assisting with day-to-day tasks as required.
• Policy Adherence: Ensure that all student interactions and data handling are in line with the college's privacy, confidentiality, and security policies.

Required Qualifications:

• A university degree or college diploma in business administration, marketing, or a related field.
• 2+ years of administrative or customer service experience, preferably in an academic or student recruitment environment.
• Strong communication skills in both written and spoken English.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with student management software (preferred).
• Attention to detail with excellent organizational and time-management skills.
• Proven ability to multi-task and manage multiple projects simultaneously, with conflicting deadlines.
• Strong interpersonal skills with a positive attitude, capable of providing excellent customer service in all interactions.
• Sales or customer outreach experience is an asset.
• Knowledge of the post-secondary education system and an understanding of the admissions process (preferred).
• Flexibility to work during evenings and weekends, as required.

Desired Attributes:

• Proactive and able to work with minimal supervision.
• Goal-oriented, with the ability to take the initiative and suggest improvements to processes.
• A strong team player who is adaptable and enjoys working in a collaborative environment.
• Able to maintain confidentiality and professionalism at all times.

Administrative Assistant - Admissions Team (6-Month Contract)

Work Schedule:

This is a 6-month contract position, with the potential for a permanent, full-time role based on performance. Flexibility in hours is required, as you may need to work evenings and weekends.

Job Type: Full-time

Pay: $18.00-$20.00 per hour

Work Location: In person