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Coordinator, Admissions Operations

Apply now Job no: 494511
Work type: Regular
Location: Los Angeles
Categories: Hourly

Title: Coordinator, Admissions Operations

Department: Admissions

Duration: Indefinite


Job Summary

Reporting to the Enrollment Operations & Systems Manager, the Admissions Operations Coordinator has two primary functions, serving as an initial point of contact for campus visitors and providing operational support for the processing of applications. The Coordinator welcomes visitors, fields incoming telephone calls and emails, updates departmental calendars, prepares public spaces for visitors, accesses Slate CRM for all admission data, supports the execution and check-in for campus events, and provides a variety of clerical support as needed. Additionally, the Coordinator manages event requests, and work orders needed for the facility maintenance.

This position is represented for purposes of collective bargaining by SEIU.


Job Duties

  • 40% - Provide customer service to all visitors and callers to the Office of Admission. Utilize office software and online tools to manage daily visit events and address caller/visitor queries. Answer all emails to the Office of Admission, using the Slate Inbox software, and assigning messages to admission officers as appropriate. Maintain the inventory and condition of Collins House public spaces. Maintain inventory of publications for visitors. Open, sort and distribute office mail daily. - (Essential)
  • 15% - Expense reimbursement and credit card report processing for assigned admission staff, including receipt and check completed forms for accuracy and compliance, assign account codes, and submit signed forms to Accounts Payable. Assist with travel materials fulfillment for assigned recruitment staff, which includes preparing and mailing materials as needed during travel season and uploading inquiry cards after each trip. - (Essential)
  • 20% - Manage the reservation requests and appropriate calendars including coordinating approvals, sending reminders to staff and partners, and ensuring that the space is returned to original condition following each reservation. Maintain departmental appointment calendars and keep abreast of critical changes and updates. Assist with managing tour guide program, including maintaining the calendar of tours and scheduling student tour guides in advance of each campus visit. Assist with managing the interview calendar and schedule for any on-campus interviews. Set up and maintain hospitality arrangements during visit times, which includes daily coffee and tea preparation and upkeep as well as snack tables during key recruitment times throughout the year. Actively participate in all on-campus enrollment events, including weekends as scheduled. - (Essential)
  • 15% - Assist with application processing, including calculating GPAs for applicants. Processing electronic documents, including conversion of file formats, separating documents, and file renaming. Uploading all applicant and recruit records from multiple systems to Slate CRM. Auditing and tracking application uploads to ensure data integrity. Downloading and verifying application records from external sources. - (Marginal)
  • 10% - Other duties, including data entry needs and software systems support, as assigned by the Senior Assoc Dean of Admission, Enrollment Operations and Systems Manager, Executive Director of Strategic Enrollment and Regional Engagement, and/or Vice President of Enrollment. - (Marginal)


Minimum Qualifications

  • High School diploma or GED
  • Three years of working as a receptionist or similar position.
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
  • Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
  • Strong commitment to a quality work product.
  • Demonstrated ability to effectively communicate verbally, in writing and electronically.
  • Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
  • Demonstrated commitment to justice, equity, inclusion & diversity.
  • Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
  • Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
  • Ability to self-motivate and work independently.
  • Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.


Preferred Qualifications

  • Bachelor’s degree in liberal arts, administration, communication, hospitality or equivalent combination of in education and experience.
  • Three years of working as a receptionist in a college setting.


EXPECTED HIRING RANGE:  $22.00-$24.00/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.

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