Admissions Specialist

Admissions Specialist

Position Number: 0081847

Hiring Unit: Office of Admissions

Location: Manoa

Band: A Salary: salary schedules and placement information Additional Salary Information: PBA, minimum $4,627/month

Full Time/Part Time: Full-time Temporary/Permanent: Permanent

Duties and Responsibilities

• Provides personalized communication with students and parents to clarify or resolve admission application processing issues.
• Addresses and resolves day-to-day questions on the admissions process, student records, registration, and grades.
• Supervises up to ten student assistants. This includes hiring, training, scheduling, and performing payroll processes.
• Trains and maintains general safety and security in relation to front counter operations by identifying escalating situations and stepping in to address and diffuse each situation accordingly.
• Interprets individual student files by reviewing current and historic documents to properly advise and address student inquiries.
• Creates, updates, and maintains front counter reference materials, FAQ sheets, and working manuals as information is disseminated, and ensures the sharing of information as it becomes available.
• Responsible for over the counter application fee collection and receipting. Assists with processing payments, maintaining records, reconciling, and processing dishonored checks.
• Develops methods and procedures to efficiently and accurately review, interpret, answer, and maintain a record keeping system for the daily office mail and email.
• Maintains statistical reports on email correspondence; categorizes inquiries and identifies trends and areas of improvement in student services practices.
• Updates student files in the student information system ensuring compliance with policies and procedures.
• Organizes and maintains the current production calendar that includes more than 75 reports annually.
• Establishes and maintains effective working relationships within the University community; this includes faculty, staff, students, and the community-at-large.
• Other duties as assigned

*Denotes essential functions

Minimum Qualifications

1. Possession of a baccalaureate degree in art, science, education, counseling, social sciences, business, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for N/A; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Functional knowledge of principles, practices and techniques in customer/student services and/or administrative services demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with FERPA, customer/student services and/or administrative services.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of customer/student services and/or administrative services.
5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. Ability to handle a variety of situations related to customer service.
9. Possesses functional knowledge with the ability to provide basic training in the Family Educational Rights and Privacy Act (FERPA).
10. Ability to work in a fast paced, multi-tasking environment with excellent time management skills.
11. Ability to communicate electronically with students and the public.
12. Ability to work outside normally scheduled work hours; this includes evenings, weekends, and holidays as directed.

Desirable Qualifications

1. Minimum of one year experience in customer service.
2. Demonstrated experience and knowledge of the University's Student Information System (Banner).
3. Considerable knowledge of University of Hawaii at Manoa programs and graduation requirements.
4. Minimum of one year supervisory experience.