Admissions Office Administrator

Location: Klaipeda, LT, Lithuania
Date Posted: 23-01-2018
Position Summary:
To provide supervision for the office activities, to be in charge of the office when the counselors are on the road and to provide administrative support to the counselors and delegate responsibilities to the student assistants. To represent the university to prospective students and parents on the phone, by email/letter and in person at campus events or off campus presentations. To be responsible for the diploma accreditation process. To be in charge of the administrative systems of the office: cataloguing mailed documents, invitation letters, coordinating newly accepted student files and their transfer to the Registrar’s office, etc..
 
Duties and Responsibilities:

PRIMARY RESPONSIBILITIES

ON-GOING:
     OFFICE ADMINISTRATION AND LOGISTICAL SUPPORT TO THE COUNSELORS
·      Admissions phone coverage – answering basic inquiries, providing information
·      Admissions email account coverage
·      Admissions file system
·      Student diploma accreditation system and its implementation
·      Campus tours – lead campus tours for prospective students, parents and others
·      Presentation and campus events – speaking to prospective students and parents both one-on-one and in group settings
·      Being in charge of the office when the counselors are on the road
·      Support for admissions counselors in logistical arrangements relating to travel, campus event planning, calling – delegating those tasks to the student assistants
·      TOEFL exam coordination on campus
·      Mass communication: SMS and email
 
Satisfactory performance in achieved when:
-     The phone is ALWAYS answered
-     Presentation of LCC is performed in a professional and friendly manner
-     Presentations follow the guidelines and are centered on LCC’s key messages
-     Responses to new tasks is positive and tasks are completed with efficiency and quality
-     Communication is professional looking and free from errors
-     Communication is sent on time, according to schedule
 
     COMMUNITY PROGAMS
·      Program promotion, updates on the website, coordinating ad campaigns
·      Being responsible for corporate contracts, payment plans
·      Constant debriefing with the ELI director
·      Ensuring all ELI registration information in ACT! is updated and complete so that the ELI department can run reports, class lists, etc.
·      Informing, training and supervising student assistants
 
Satisfactory performance is achieved when:
-     Data entry into ACT! is accurate, complete and on time
-     ELI program reaches its goals and ELI director is content with the help provided
 
     STUDENT ASSISTANT SUPERVISION
·      Delegating tasks
·         Ensuring the assistants always know what their priority task lists are
·         Ensuring the tasks are done
·         Filling out timesheets
 
Satisfactory performance is achieved when:
-       The required tasks are done well
 
     STATS AND REPORTS
·      Weekly reports run from ACT!
·      Weekly reports on funnel stats
·      Other reports as assigned by the Director of Admissions
 
Satisfactory performance is achieved when:
-     The reports are done in timely, detailed and profession
 
SPECIAL PROJECTS:
     RECRUITMENT
·      Presentations in Klaipeda schools
·      Presentations in local areas as needed
 
Satisfactory performance is achieved when:
-     Presentation/visit goals are met in both quantity and timeliness
-     Presentations and visits are performed in a professional manner
-     Visits are planned and prepared in advance (min of one week to allow for adequate advertising, etc.)
-     Travel/Presentation reports are submitted to the Director of Admissions
-     Inquiry names are qualified, entered into ACT!
 
          CAMPUS EVENTS
·      Schedule and detail planning
·      Being the contact person between staff and faculty, students
 
Satisfactory performance is achieved when:
-     Campus events have been handled with professionalism
-     Campus events added a positive touch to prospective students’ experience
-     People involved in events knew what they had to do and were happy with the experience
 

SECONDARY TASKS

DATA ENTRY
·      Data entry of inquiries into ACT! (from phone calls, email, web, etc.)
 
Satisfactory performance is achieved when:
-     Data integrity is maintained – all information is kept update, reports are accurate
 
CALL TEAM
·         Tele-qualification of all inquiries
·         Mass calling for various purposes (eg. Invitation to upcoming ODD, reminder of app deadline, invitation to an event in their town)
 
Satisfactory performance is achieved when:
-       Inquiries are tele-qualified within one week of being received
-     Tele-qualification information is entered into ACT! and status is updated
-     All inquiries are reached by phone (continue to pursue people who don’t answer their phone)
-     Mass calling is completed on time
-     All calls follow the call script and are conducted in a warm and personal manner
 
Relationships:                                  
·         Reports to the Associate Director of Admissions
·         Works closely with other Admissions Counselors, Admissions Student Assistant
·         Works closely with the ELI Director
·         Links with Academics and Student Life
 
Basic Expectations:
§  Weekend work should be expected for campus events, etc. 
§  The position requires a significant amount of time on the phone. Some evening phone work may be required to achieve phone contact goals. These days will be determined in coordination with the Associate Director of Admissions
§  The position requires to be flexible to the critical needs of the Admissions Office and be willing and able to shift tasks
 
Minimal Qualifications:                                              
Education:                          Bachelor’s Degree required
Experience:                         Previous experience in admissions/marketing preferred
Skills:                    
·      Extremely strong communication skills (oral and               written) in English, Lithuanian and/or Russian required
·      Ability to work independently
·      Strong self-motivation and initiative
·      Superior computer skills in MS Word, Excel, and database applications
Other:  
·      Willingness to work cooperatively and constructively with a wide variety of people
·      Hold a valid driver’s license and feel comfortable driving alone
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