OFFICE MANAGER

Description SUMMARY OF RESPONSIBILITIES The Office Manager is responsible for overseeing the day-to-day duties of the admissions office and managing the processing and data input of all incoming applications and inquiries for the Office of Admissions and Recruitment. The incumbent reports to, and works in collaboration with, the Director of Admissions and Recruitment in matriculating potential students from inquiry to the admitted student, managing external communications, managing applicant files and updates, and fiscal and travel paperwork/processing. The incumbent will coordinate and implement specific functions to support the admissions office. The incumbent serves in a data‑processing role, performing duties related to application processing and data maintenance of all new applicant files by updating and maintaining records for prospective students. The incumbent will be required to process a high volume of data entry and develop and maintain a detailed tracking and correspondence system. Support the mission, vision, and core values of IAIA. ESSENTIAL POSITION FUNCTIONS Plans, organizes, maintains, and manages the operations of the admissions office- application processing, student ID machine, and main campus phones. Develops, recommends, and organizes Admissions office policy and procedures, in collaboration with the Director of Admissions and Recruitment, about the admission of students including new, transfer, readmits, and non‑degree; works with MFA program directors on graduate level admissions. Manages the data entry and maintains incoming application documents utilizing the student Information system. Generate admission document tracking reports and applications using the “Student Information System and contact prospective students regarding missing documents. Respond to and track all inquiries and contact prospective students via phone and email. Manage the application processing from initial inquiries to final admissions in compliance with minimum requirements. Provide exceptional communication skills via email, in‑person, and over the phone. Collaborate closely with Recruiters concerning applicant files and updates. Maintain records of travel processing paperwork and receipts adhering to IAIA fiscal policies and procedures. Oversee and process identification cards for the campus community (staff, students, faculty, etc.). Manage office supply orders. Function as a super‑user for the Admissions module with the campus “Student Information System”. Comply with the Admissions and Recruitment goals and objectives of IAIA’s Enrollment Management Plan, per the guidance of the Admissions Director. Collaborate with the Director of Admissions and Recruitment to complete, revise, and improve the application processing efforts, to increase enrollment as detailed in the Institutional Strategic Plan. Provide timely and accurate status reports to the Director of Admissions and Recruitment and staff, as well as to key departments at IAIA. Assist with scheduling campus tours. Occasionally assist with guiding campus tours. Other duties as assigned. REQUIRED EXPERIENCE AND EDUCATION An equivalent of an AA degree based on a combination of directly related education and with at least 2-3 years of experience of working in an office or college/university setting. PREFERRED: Recent experience working with American Indian and/or Alaska Native cultures. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES Background working in a professional office setting, involving effective customer services is important. Experience or direct knowledge of data entry and processing. Ability to work independently, to begin projects independently (or as assigned), and to bring projects (or assignments) to conclusion in an accurate and timely basis. Understanding of and sensitivity to American Indian cultures. Ability to communicate clearly and effectively with all levels and with all people and groups. Adhere to appropriate standards of conduct and ethics, including: confidentiality integrity and honesty comply with senior leadership directives ability to adapt to changing work environments cooperate and work respectfully with others participate in pro‑active problem solving; regularly attend to job duties, and participate in meetings as required. Must be able to demonstrate a pleasant, courteous, and professional attitude and presence. Computer capabilities: Windows, Word or word processing skills, Excel, PowerPoint, and Empower or similar student recording system. Ability to assist in completing other related duties. WORKING CONDITIONS Ability to read and interpret basic to complex data/information/guidelines/procedures, etc. related to a wide‑range of student support services, such as student enrollment, admissions, recruitment and academic advising. Ability to interact and communicate (in writing or verbal) effectively with a wide‑range of audiences and at all organizational levels. Ability to effectively and efficiently use a computer and related software/applications with speed and accuracy. Ability to communicate effectively and efficiently verbally and in writing with a diverse audience. Ability to make planned presentations, conduct tours Incumbent may be asked by the Admissions Director to perform other duties/projects/assignments, as needed. Performance evaluation will be determined based on performance results of job duties as described herein as well as in the attainment of annual strategic work plan goals. Management reserves the right to revise this job description at any time, with or without notice. This job description is not a contract for employment. This job description does not list all the duties of this position. Supervisors or managers may assign other instructions and duties. #J-18808-Ljbffr