Job Description

Department:

85252 Carolinas College of Health Sciences - Academic Enrollment Management

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

The staff assistant-admissions specialist, responsible to the Director of Admissions and Recruitment, provides support to the student affairs department, principally in the area of admissions. The admissions specialist serves as a front-line resource for current and potential students, campus representatives, and the public.

ESSENTIAL FUNCTIONS

Promotes the College’s core values and standards of excellence through respectful communication, maintenance of a safe and professional environment, synergistic partnership with those we serve, and anticipation of students’, colleagues’ and customers’ needs.

· Contributes to the development and revision of and adheres to policies and procedures.

· Assumes responsibility for own actions.

· Serves as a role model and/or mentor to students, faculty, and other teammates.

· Projects a professional image in dress, speech and behavior including demonstrating respect for others.

· Represents the program and college in a positive manner.

· Maintains appropriate confidentiality in all aspects of job performance.

· Provides accessibility to students and teammates by maintaining office hours and communicating in a timely manner.

· Serves as an advisor to support student success.

· Participates in college functions (e.g., teammate/departmental meetings, new student orientation, graduation) as appropriate.

· Engages in active college committee work to include advising student clubs or organizations (waived for PRN teammates and those with fewer than 30 assigned hours per week).

· Fosters beneficial relationships and supports the greater community through service activities.

· Communicates effectively, both orally and in writing.

· Analyzes and solves problems.

· Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.

· Maintains attention to detail.

Provides support services for the student affairs department.

· Processes and enters the Student Database Management System (“System”), under limited supervision, all applicant information, including applications, transcripts, test scores and correspondence, for new, readmit, and transfer, students seeking undergraduate admission, ensuring its accuracy.

· Ensures the System is maintained, and all records are complete, accurate, and up to date.

· Makes data corrections and updates to applicant information in the System.

· Responds to inquiries by email, telephone or in person and investigates/resolves problems related to transactions handled by the department.

· Ensures excellent customer service is delivered to all guests, over the phone, by email and face-to-face.

· Resolves internal requests for adjustments on applications.

· Conducts all admissions activities with the highest integrity and business ethics while adhering to state, federal, and University policies and regulations.

· Counsels’ prospective applicants on the admissions process and opportunities at the University.

· Maintains a secure and confidential environment for student records and other data.

· Organizes his or her workload to ensure all deadlines are met, and schedules work assignments in priority or date-received order.

· Evaluates student transcripts and/or records for admissions criteria.

· Ensures information in the admissions database of the student information system is entered and updates are completed.

· Prepares and audits student files, tracks documents, as needed.

· Tracks and follows up on data and documents required for admission, registration, and enrollment.

· Assists with information and orientation sessions to include assembling new student packets, providing paperwork, presenting admissions information, and room set-up.

· Represents the college at community recruitment functions, as needed.

· Shows initiative and judgment in daily work and functions as a team member within the college.

· Assists with monitoring student physical exam updates.

Provides computer/clerical support to the department.

· Assists with departmental needs such as mail distribution, filing, data entry, front desk, graduation preparations, class registration, and mail-outs.

· Assists with greeting and meeting prospective students and other aspects of the admissions process.

· Assists in managing the student information system to include extensive data entry, report creation, merging files, records retrieval and filing.

· Demonstrated computer skills including accurate keyboarding skills and competent knowledge of Microsoft Office software (Word, Excel, and Outlook) and other tools, office equipment, and resources.

· Experience providing customer service via email, phone, and in-person.

· Knowledge of or ability to learn Jenzabar and other Recruiter student information systems.

· Excellent interpersonal and communication skills, written and verbal including a customer service orientation and demonstrated ability to work well with a wide range of personalities.

· Experience entering high volumes of data with accuracy.

· Good organizational skills, attention to detail, and flexibility.

· Proven ability to perform various tasks simultaneously with consistently high accuracy while dealing with the public in a high volume, high stress environment and have a consistent positive temperament with continuous public interaction.

· Ability to coordinate and implement assignments in order to meet deadlines.

· Ability to provide high-level customer service under stressful situations.

· Ability to interact with a diverse group of individuals of varied ages, abilities/disabilities, racial, ethnic, and cultural backgrounds.

· Ability to review, analyze, formulate, and follow through with assignments.

· Ability to maintain confidentiality of work-related information and materials.

· Ability to establish and maintain effective work relationships.

· Ability to work in a fast-paced and high-volume department involving contact with prospective students, parents, and other constituents regarding the admissions process.

· Ability to maintain the privacy of confidential student information and files.

· Some overtime work required during peak periods to manage workload or to participate in weekend events.

Maintains professional competence, including system- and college-assigned requirements.

· Possesses and continually develops position-specific knowledge and requirements.

· Works with manger to identify and schedule needed orientation and/or training related to the position.

· On an ongoing basis, participates in appropriate continuing education, training offerings or other scholarly activities (e.g., certification training, formal education, membership in professional organizations, conference attendance, presentation or publications).

· Annually evaluates own job performance and goal attainment.

· Effectively and appropriately uses computer technology appropriate to position.

· Completes relevant training, as required (e.g., annual continuing education (ACE) modules, Title IX and Family Educational Rights and Privacy Act (FERPA) training, Mental health first aid training).

· Complies with Atrium Health’s clinical requirements (e.g., tuberculosis screening tests, annual influenza vaccination), as required.

MARGINAL FUNCTIONS

· Serves as backup coverage for front desk.

· Performs other duties as assigned.

PHYSICAL REQUIREMENTS

· Majority of time distributed between answering phone and telephone questions (40%), data entry (40%); reaching, lifting, pushing/pulling equipment up to 30 pounds (5%); standing: including filing, bending (10%); walking inter- and intra-departmentally (5%).

· Responsible for working in a safe manner.

· Lifts, pushes, pull equipment, carts, and books up to 30 pounds.

EDUCATION, TRAINING AND EXPERIENCE

· High school graduate with advanced secretarial education or experience, college preferred.

· Must have excellent computer skills and be articulate, neat, and professional in appearance.

POPULATION SERVED

· Demonstrates knowledge of the principles of growth and development and possesses the ability to respond to age specific issues and data reflective of the patient’s status.

· Demonstrates the knowledge and skills necessary to provide care for the following age groups:

p Neonate p Infant p Child p Adolescent p Adult p Geriatric √ N/A

PROTECTED HEALTH INFORMATION

· Will limit access to protected health information (PHI) and to student information (FERPA protected), to the information reasonably necessary to do the job.

· Will share information only on a need-to-know basis for work purposes.

· Access to verbal, written, and electronic PHI and to student information has been determined based on job level and job responsibility within the organization. Computerized access to PHI and student information for this job has been determined as described above and is controlled via user ID and password.

Pay Range

$24.10 - $36.15

Major Responsibilities:

• Schedules and maintains calendars for appointments, meetings, and travel. 
• Assists with travel arrangements and expense reporting. 
• Organizes administrative aspects of meetings (agenda, site, food/beverage, technology, documents). 
• Answers and screens calls, greets visitors, provides procedural information, and answers questions related to operational matters. 
• Performs routine to moderately complex word processing and document creation. Make decisions on formatting and layout, editing for accuracy and consistency. 
• Compiles reports, graphics, and statistical data. Creates reports under general instruction and displays data to support needs, including the generation of existing reports. 
• Maintains filing systems and confidential records. 
• Opens, reads, and prioritizes mail, initiating return correspondence as appropriate. 
• Conducts basic research and analysis to support administrative needs. 
• Operates and maintains office equipment; may order supplies as needed.

Minimum Job Requirements

Education

• High School Graduate

Certification / Registration / License

• None Required

Experience

• Typically requires 1 year of administrative support experience    

Knowledge / Skills / Abilities

• Time management and prioritization. 
• Ability to maintain confidentiality and use discretion. 
• Initiative and independent problem-solving. 
• Effective written and verbal communication. 
• Professional demeanor and customer service orientation. 
• Proficiency in Microsoft Office (Excel, PowerPoint, Word). 
• Organizational and multitasking abilities
• Diligence and attention to detail. 
• Ability to create and compile simple to moderately complex documents, reports, graphs/charts, and presentations

Physical Requirements and Working Conditions

• Normal office environment; occasional lifting up to 20 lbs. 
• Prolonged periods of sitting, standing, and keyboard use.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training

• Premium pay such as shift, on call, and more based on a teammate's job

• Incentive pay for select positions

• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs

• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability

• Flexible Spending Accounts for eligible health care and dependent care expenses

• Family benefits such as adoption assistance and paid parental leave

• Defined contribution retirement plans with employer match and other financial wellness programs

• Educational Assistance Program

Note: Eligibility for programs listed above may depend on your FTE or status (e.g., full-time, part-time, per diem, temporary, etc.); please ask a Recruiter for more information during an interview.

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.