Admission Administrative Assistant

Carolyn O'Keefe

Germantown Academy<?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />

Job Title:  Administrative Assistant                             Reports to:  Director of Admission

Dept./Div: Admission                                                 Status:        Full-time, Full year

Classification: Non-exempt                                         Date:          July 1, 2014

Position Purpose:   The Admission Administrative Assistant serves as the data coordinator for the Admission Office.  He/she manages all incoming material, admission statistics, weekly reports, and requests from other departments.  He/She assists with financial aid.  He/she assists the Director with all admission presentations.  He/she assists with the management of the all school enrollment process.  He/She she reports to the Director of Admission and also provides support to the Assistant Directors of Admission.

Key Responsibilities: 

1.     Maintain Admission Office computer database. 

     -Process and input incoming material on a daily basis to keep applicant records up to date.      

     -Track admission activity based on all phases of application and inquiry status.

2.     Maintain statistical reports.

     -Analyze admission statistics

     -Provide necessary research data

3.     Maintain on-line inquiry and application software. 

     -Manage daily importing of inquiries and application form and on-line instructions. 

     -Collaborate with technicians to update our on-line forms and make programming changes that facilitate importing the information needed for Admissions.

4.     Contact families upon receipt of application and inform them that they will be contacted within 48 hours to schedule the necessary appointments (paper applications).

5.     Generate reports for Admission Office on a weekly, monthly, yearly and on an as-needed basis.  Provide various reports requested by other departments, the Board of Trustees and other organizations. 

6.     Prepare weekly admission newsletter for all 3 divisions, staff and administration.

7.     Generate office correspondence:  scholarship mailings, decision letters, etc.

8.     Maintain Admission Website.

     -Update all information regarding admission process. 

     -Provide timely links to GA academic, athletic and community information.

     -Generate e-blasts.

9.     Assist the Director with the management of the enrollment process for all returning and new students

     -Maintain Billing Book by inputting all incoming enrollment contracts. 

     -Inform Director if a re-enrollment contract is incomplete. 

     -Contact all new enrolls to inform and to welcome them to GA.

-Provide newly enrolled student information and changes to appropriate divisions:  --Development, Business Office, Technology, Registrar and Parent Chairs.

10.Coordinate with the Business Office regarding Financial Aid information and communication.

11.Assist with telephone inquiries for information on admission process.

12.Attend Admission and Community events

13.Assist the Director of Admission as needed.

Qualifications:

1.     Strong computer skills, expertise in Microsoft Office Suite a must, experience in Blackbaud preferred.

2.     Must possess strong interpersonal skills and ability to work as a team player.

3.     Experience in education field a plus.

4.     Must be able to multi-task, monitor deadlines and complete a variety of assignments on time.

5.     Must exercise sound judgment and discretion in communicating with the public and the school community. 

6.     Experience using databases (queries, organizing data, data integrity).

7.     Associate Degree with BA/BS preferred.