Human Resources

Title: Admissions Office Assistant
Classification: C5
Department: Admissions Office

Job Summary:
Acts as a general assistant to the Director of Admissions, performing non-routine office functions which substantially contribute to the unit's or division's objectives.

Primary Duties & Global Responsibilities:

  • Assist Director in carrying out the office operation responsibilities.
  • Responsible for specific projects/programs whether self-initiated or initiated by the Director which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
  • Performs administrative work of a confidential nature for the Director.
  • Compiles and logically formats statistical data and reports.
  • Maintain, process and manipulate data on a personal computer using word processing, database and spreadsheet software.
  • Coordinates various events including special events and functions.
  • Edit correspondence, reports and materials for publications.
  • Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal/external communication.
  • Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
  • Conducts on a recurring basis self-initiated or unit head projects and prepare reports.
  • Acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting and other support functions related to work areas.
  • Responsible for scheduling appointments which may include the Director's calendar.
  • Coordinate employment search processes.
  • Responsible for all arrangements for programs conducted both on and off campus in support of recruitment.
  • Maintain, process and manipulate data on a personal computer using word processing, database and spreadsheet software.
  • Coordinate with mailing houses or admissions mailroom the processing of recruitment mailings involving delivery of materials, address tapes, postage checks, etc.
  • Responsible for the coordination of regular reports to the Director with regard to recruiting activities conducting periodic reviews to evaluate existing events, procedures and work methods.
  • Coordinate with Dean's offices, faculty, staff and other administrative offices in support of recruitment events.
  • Coordinate with University Communications and various academic departments the revision of all academic/informational brochures used for recruitment purposes.
  • Coordinate with Director and assist staff with the revision and creation of various letters through the TSO system on the mainframe.
    Includes revising from the Data font into the modern Helvetica font for all Admissions letters.
  • Prepare standard and requested reports requiring tabulation, compilation, manipulation of data and narrative explanation.
  • Maintain general office files including historical data.
  • Originate correspondence, reports, and other materials.
  • Monitor daily work flow of Admissions Office, assist admissions office staff when necessary with individual projects.
  • Supervise student employees.
  • Other related duties as assigned

Secondary Duties & Responsibilities:

  • May perform duties characteristic of lower level clerical office classifications on a limited basis.
  • Serve as Admissions Office resource person providing information to prospective students, short of academic advising of a complex nature, as well as to outside agencies, visitors, etc.

Minimum Required Qualifications:

  • High school graduate.
  • Minimum of five years of experience in a position which required demonstration of administrative and organizational skills.
  • Related college course work/degree may be considered in lieu of some of the experience requirement.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully perform clerical/secretarial duties such as: type 60 wpm, spelling competency -- at least 80% accuracy, operate office equipment and computer software, word processing, spreadsheets, databases, and graphics.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance records. Possess strong verbal and written communication skills.
  • Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
  • Demonstrated experience to successfully coordinate large projects.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience in a supervisory capacity.
  • Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment based on established policies and procedures.
  • Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
  • Data entry experience.

Desired Qualifications:

  • Bachelor's degree.
  • Experience in higher education.
  • Knowledge of mainframe programs.

Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence within given assignments of responsibility.

Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to their COT staff members within the department/unit/division. May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COT's, but is not the decision maker.

Revised Date: September 1997 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.