Student Services Assistant

Job Description

Job Description

The Student Services Assistant serves as the initial point of contact for prospective students, families, and visitors to Elmhurst University, providing a welcoming and professional first impression. This individual takes ownership of the Office of Admission reception area, maintaining its appearance and organization while managing incoming calls, greeting visitors, and coordinating individual student visits to ensure timely, thoughtful, and accurate information is provided. The individual in this role also provides administrative support to admission counselors, prepares visit materials, maintains office and marketing supply inventory, and supervises reception area student employees. The ideal candidate is organized and proactive and manages competing priorities while contributing to a positive prospective student experience. 

Position Status: Non-Exempt

Salary Range: $20.25 - $21.15. This is the expected hourly range for this position. The hourly range offered will depend on a candidate's experience and education, and departmental budget.

• Works collaboratively with the admission counseling staff to ensure a positive, seamless, and memorable experience for campus visitors. 
• Answers phone calls from interested students and/or their family members. Provides friendly greetings, gives accurate information, and makes referrals to additional campus contacts for follow-up as needed.
• Greets visitors and provides a welcoming “home base” while they are on campus.
• Corresponds with prospective students and campus partners via email, records interactions, enters appropriate details into Slate, and enters leads for walk-ins.
• Trains, schedules, and manages student employees as appropriate while serving as a mentor to the student team.
• Monitors the general Admission email account, forwarding inquiries to appropriate individuals.
• Utilizing Slate, coordinates and schedules individual campus visits including class, faculty, and coach visits ensuring accurate and timely confirmation information is shared with visitors and campus partners prior to their arrival on campus. 
• Schedules and enters admission appointments and campus tours into the online calendar for admission counselors.
• Resolves scheduling conflicts or other issues independently in a professional and timely manner. 
• Coordinates Simulation Center tour logistics in the Health Science Building for prospective nursing students.
• Provides additional support for admission staff including data entry, appointment confirmations, and timely distribution of incoming mail and emails.
• Maintains brochure materials and electronic display in the reception area, and inventory for office supplies and admission marketing materials.
• Provides customized visit day materials and supplies for individual appointments and events. 
• Ensures the Admission reception area remains neat and welcoming.
• Works Saturday and evening hours as assigned.
• Coordinates the coffee/water supplies and preparation of refreshments in the reception area and conference rooms.
• Provides assistance in coordinating large scale on-campus prospective student events, as needed. 

Other Responsibilities

• Provides assistance during Admission events as assigned.
• Demonstrates a strong commitment to continuous improvement.
• Supports the mission, vision and values of Elmhurst University.
• Performs other duties as assigned.

Requirements

Minimum Qualifications

• High school education. 
• 1-3 years of demonstrated experience in customer service. 
• Outstanding interpersonal skills and the ability to make a positive first impression. 
• Excellent prioritization and time-management skills, and ability to meet deadlines. 
• Ability to handle multiple projects with keen attention to detail despite frequent interruptions. 
• Ability to build strong relationships with the admission team and departments across campus. 
• Excellent computer skills and intermediate knowledge of Microsoft Office products and CRM systems. 

Preferred Qualifications

• Bachelor’s degree. 
• Experience with Ellucian Colleague and Technolutions Slate.
• Experience in event planning and coordination. 
• Experience in an educational environment. 

Working Conditions/Physical Requirements
The essential functions of this position are primarily performed in an indoor setting with limited exposure to outdoor weather conditions. Work is often sedentary in nature and requires remaining in a stationary position for extended periods. Required abilities include speaking and hearing for in-person and virtual communication, using close and distance vision when reading documents or viewing screens, and performing tasks with repetitive fine motor skills. Work may require occasional lifting, bending, carrying, or otherwise moving objects weighing up to 50 pounds. Qualified applicants who can perform the essential functions of this position with or without reasonable accommodations will be considered.

Benefits

An overview of Elmhurst University benefits is available  here .