Enrollment Administrative Assistant and Office Manager

Aquinas College - Grand Rapids, MI

Full-time - Entry Level

Grand Rapids, MI

Educational Services

About the position

The Enrollment Administrative Assistant and Office Manager at Aquinas College serves as the primary point of contact for prospective students and their families, providing excellent customer service and administrative support to the Enrollment department. This role is essential in creating a welcoming environment and facilitating the college search process, while also managing various administrative tasks for the Vice President of Enrollment Management and other enrollment leadership.

Responsibilities

• Manage the Welcome Center in Hruby Hall, greeting and assisting visitors.
• Maintain supplies for the welcome area and place supply orders as needed.
• Answer multiple inbound phone lines and transfer calls to appropriate departments.
• Check voicemail daily and respond or direct messages appropriately.
• Route or respond to emails sent to the general admission email address.
• Open and distribute mail within the office.
• Maintain the student activities board in Hruby Hall.
• Manage mailings, including admission decision letters and specialty mailings.
• Assist with data entry, event registration, and additional tasks in CRM (Technolutions Slate).
• Assist with FAFSA completion efforts for Admissions and Financial Aid offices.
• Help execute Admissions events, including reserving space, sending mailings, and preparing materials.
• Manage calendars for the Vice President of Enrollment Management and Associate Vice President for Financial Aid.
• Prepare presentation slides for the Vice President and Associate Vice President.
• Take minutes at various meetings, including the Board of Trustees' Enrollment subcommittee.
• Reconcile month-end expenses for the Vice President and Associate Vice President.
• Coordinate travel arrangements for the Vice President and Associate Vice President when requested.
• Communicate with various college constituents, including administrators, faculty, and students.
• Submit and follow up on maintenance requests.
• Provide coverage for Enrollment Operations Coordinator and Campus Visit Coordinator as necessary.
• Perform administrative assistant functions for all offices within the Enrollment department as needed.

Requirements

• Minimum Associate's Degree or High School diploma with related experience.
• Minimum two years of secretarial and customer-service experience required.
• Experience in higher education enrollment is preferred.
• CRM/Database experience is required, preferably with Technolutions Slate and Ellucian Colleague.
• Experience with Microsoft Suite, especially Word, Excel, and PowerPoint is required.
• Strong organizational and detail-oriented skills are necessary.
• Ability to remain organized with continuous interruptions is essential.
• Effective oral and written communication skills are required.
• Ability to work individually and as part of a team to achieve college enrollment goals.

Nice-to-haves

• Experience in higher education enrollment is preferred.
• Familiarity with Technolutions Slate and Ellucian Colleague.

Benefits

• Affordable medical, dental, and vision plans.
• Generous paid vacation each year.
• 16 paid holidays.
• Paid sick time and short-term disability.
• College-paid life and AD&D insurance.
• Free tuition for employees and their dependents after one year of full-time employment.