Admissions Operations Assistant

Job Description

Job Description

The Admissions Operations Assistant is an administrative support role responsible for the maintenance of student records, decision entry, credential processing, and data entry. The position performs clerical duties including preparing letters, file maintenance, mail collection and distribution, answering phones, and report distribution.

ESSENTIAL FUNCTIONS

1. Maintain and safeguard the integrity of prospective student records by managing electronic data in the admissions CRM (Slate) and related paper files, conducting routine data reviews, audits, and clean-up to ensure accurate, complete, and reliable information.
2. Process and prepare undergraduate and transfer student application files by importing applications and supporting documents, verifying completeness and accuracy, organizing materials for admissions committee review, coordinating transcript evaluations, and serving as the liaison with the Registrar's Office for unofficial transcript evaluations and degree audits.
3. Maintain complete and accurate undergraduate applicant records throughout the admissions lifecycle by entering and managing student credentials, including transcripts, test scores, recommendation letters, and other application materials; entering and monitoring admissions decisions; and coordinating the retention, purge, and disposition of application files in accordance with institutional recordkeeping requirements.
4. Coordinate incoming and outgoing admissions mail operations by receiving, opening, date-stamping, sorting, and distributing correspondence, as well as preparing and processing admissions communications, including acceptance packets and decision letters.
5. Provide administrative and operational support for the admissions office by processing enrollment deposits and cancellations, coordinating related communications with the Registrar's Office and Student Accounts, managing daily data exports across multiple systems, and performing clerical duties such as preparing reports and correspondence, answering telephone inquiries, and maintaining accurate data records.
6. Serve as a liaison to regional admission counselors including application file scanning and file management.
7. Provide support as needed in other areas of operations and communications such as filling in for the front desk receptionist as needed.
8. Serve as back-up in the absence of the Admissions Information Specialist to ensure continued, uninterrupted service to customers and timely entry of admission decisions. 
9. Contribute to the success of the department by performing all other duties as needed to drive the vision, fulfill the mission, and abide by the values of the College.

EDUCATION AND WORK EXPERIENCE

1. High School diploma or equivalent.
2. Process-driven with the willingness and ability to learn new systems, and become a technical expert.
3. High level of initiative and ability to work independently.
4. Must be able to maintain confidentiality and abide by all federal and state laws concerning student records.
5. Ability to communicate effectively both verbally and in writing with employees at all levels of the institution and appropriately address needs and concerns.
6. Strong organizational skills and proficiency using Microsoft Office (demonstrated proficiency with Excel) and other applicable software programs.
7. Extreme attention to detail and accuracy.
8. Ability to think critically and analytically to troubleshoot issues and solve problems.
9. Ability to think quickly, remain flexible, and multitask to manage a diverse set of responsibilities and adjust to changing priorities.

PHYSICAL DEMANDS

1. Prolonged periods of sitting while working at a computer, reviewing applications, entering data, and preparing reports.
2. Frequent use of a computer, keyboard, mouse, and other standard office equipment requiring repetitive hand, wrist, and finger movements.
3. Frequent verbal communication in person and by telephone, with the ability to exchange accurate information with students, families, faculty, and staff.
4. Frequent visual concentration and close attention to detail while reviewing applications, transcripts, records, and electronic data.
5. Occasional standing and walking throughout the office and campus to retrieve, distribute, or deliver files, mail, and other documents.
6. Occasional bending, reaching, stooping, and kneeling to access file cabinets, storage areas, office equipment, and supplies.
7. Frequent handling, sorting, and organizing paper records, mail, and admissions materials.
8. Occasionally lift, carry, push, or pull office supplies, mail bins, records, and file boxes weighing up to 20 pounds; infrequent lifting of up to 30 pounds may be required during peak admissions cycles or large mailing projects.
9. Ability to maintain focus and productivity during periods of high application volume and while performing multiple concurrent tasks.

WORKING CONDITIONS

1. Duties are primarily performed in a professional office environment within the Admissions Office, indoors in a climate-controlled setting.
2. Regularly uses computers, printers, scanners, telephones, and other standard office equipment.
3. Frequently interacts with prospective students, families, faculty, staff, and external constituents in person, by telephone, and through electronic communication.
4. Work requires sustained concentration, attention to detail, and the ability to manage multiple priorities while maintaining accuracy and confidentiality.
5. May experience periods of increased workload, frequent interruptions, and strict deadlines during peak admissions, enrollment, and application processing cycles.
6. Regular movement throughout the office and occasional travel to other campus departments, including the Registrar's Office and Student Accounts, to deliver or retrieve records and coordinate administrative processes.
7. Occasional participation in admissions events, mailings, or special projects that may require extended work hours during peak recruitment or enrollment periods.
8. Work is generally performed independently while maintaining frequent collaboration with admissions staff and other campus offices.

PERSONAL PROTECTIVE EQUIPMENT

  This position is not normally required to wear personal protective equipment. Standard office attire is appropriate. In limited circumstances, PPE may be required in accordance with College policies or applicable health and safety guidelines (e.g., when handling cleaning activities during an emergency or when required by public health directives).

Founded in 1883, Florida Southern College is the oldest private college in the state. The College maintains its commitment to academic excellence through 70+ undergraduate programs and distinctive graduate programs in business administration, education, nursing, and physical therapy. Florida Southern has a 14:1 student-to-faculty ratio, is an award-winning national leader in engaged learning, and boasts 30 NCAA Division II National Championships. Florida Southern is ranked at #8 among the “Best Regional Universities in the South” by U.S. News & World Report in its 2022 “Best Colleges” guide and is included in The Princeton Review’s 2022 Best 387 Colleges guide and the “Fiske Guide to Colleges 2022.”

Company Description

Founded in 1883, Florida Southern College is the oldest private college in the state. The College maintains its commitment to academic excellence through 70+ undergraduate programs and distinctive graduate programs in business administration, education, nursing, and physical therapy. Florida Southern has a 14:1 student-to-faculty ratio, is an award-winning national leader in engaged learning, and boasts 30 NCAA Division II National Championships. Florida Southern is ranked at #8 among the “Best Regional Universities in the South” by U.S. News & World Report in its 2022 “Best Colleges” guide and is included in The Princeton Review’s 2022 Best 387 Colleges guide and the “Fiske Guide to Colleges 2022.”