Description
Job Title: Office Manager
Department: Admissions
FLSA: Exempt
Location: Moultrie, GA
Position Summary
Under the direction of the Executive Director of Admissions, this person manages the operation of the Office of Admissions: determines priorities, monitors the status of special projects, coordinates support staff (full and part time) and works closely with the Executive Director of Admissions.
ESSENTIAL SUTIES AND RESPONSIBLITIES
Works closely with the Executive Director and Associate Director of Admissions with the execution of the following tasks for the South Georgia Campus:
\t• Selection, training and orientation of operations/recruitment staff.
\t• Establishing work schedules, priorities, assigns tasks, instructs work study staff/others for non- routine tasks and inspects staff work for accuracy.
\t• Maintains personnel files, coordinates staff coverage
\t• Has a key role in the support of preparation of overall budget by tracking and determining costs and allocating funds to appropriate Admissions budget lines.
\t• Meets with Executive Director and Associate Director of Admissions to determine departmental needs, which include, but are not limited to - CRM management, admissions reports, updating Banner/ all system records, updating/renaming documentation for files, etc. Reviews monthly budget reports and monitors expenditures.
\t• Works closely with the CRM Administrator, Training and Q&A Manager, and Associate Director of Admissions on training staff with new office technology and software.
\t• Assist with coordination all office purchases as well as purchases from external vendors. Including the processing of requisitions for recruitment registrations as needed.
\t• Responsible for acquisition of quotes from vendors for departmental purchases when directed by the Executive Director of Admissions.
\t• Responsible for completing and submitting all Human Resources paperwork including, but not limited to Position Authorization Requests (PAR) and Personnel Action Forms (PAF).
\t• Composes internal and external correspondence of a non - routine nature.
\t• Supervises small, short-term projects for the Office of Admissions.
\t• Responsible for coordination of all admissions and faculty committee meetings, including room arrangements, assignments, catering requisitions and educational media assistance (as necessary).
Serves as a member of the Operations team, performing the following tasks:
\t• Answering incoming phone calls with professionalism and respect; routing calls as appropriate, taking information for telephone screening forms as appropriate.
\t• Logging prospective student interactions within Admissions software (Slate CRM)
\t• Processing mail and scanning materials, disseminating mail/packages accordingly to staff.
\t• Processing application materials (recommendation letters, test scores, transcripts, etc.) received from external sources for all degree programs. throughout the entire application cycle within Admissions software (Slate)
\t• Processing fee waiver requests for all programs throughout the admissions cycle.
\t• Participating in strategic recruitment initiatives such as phone-a-thons and conversion activities as needed.
\t• Responding to various types of electronic applicant inquiries (chatbot, email, etc.) and escalates as necessary to appropriate parties within PCOM; serves as a first responder in navigating student inquiries and issues.
\t• Participating in virtual and on campus recruitment activities (i.e. Open Houses) and conversion events (i.e. DO Welcome Brunch, Second Look events, etc.), and Pathway programs as needed, which may include evenings and weekends.
\t• Collaborating with recruitment staff in the support of on campus events, including coordinating room requests, setup, assignments, catering requisitions and educational media assistance (as necessary).
\t• Assists with the preparation and initial reviews of applicant materials within Slate
\t• Assisting with file audits and system maintenance, updates and testing. Monitors staff during system/software updates and assists with troubleshooting, as necessary.
\t• Maintaining confidential information.
\t• Performs other related duties as requested or assigned by the Executive Director of Admissions and Chief Admissions Officer.
The PCOM Admissions team seeks members who exemplify the following durable skillsets: creativity, persuasion, collaboration, adaptability, and emotional intelligence.
Core competencies sought:
\t• Comfort with phone and online communication, strong written and verbal communication skills and customer service orientation
\t• Willingness to engage with and work collaboratively with team members across all 3 PCOM locations
\t• Self-motivated, active listener and with a high level of positivity and professionalism
\t• High level organizational skills and attention to detail
\t• Adaptability and interest in engaging with evolving technologies
\t• Comfort working with diverse communities and interacting with a variety of constituencies, including staff, applicants, inquiries, students, alumni, volunteers, guests, etc.
POSITION REQUIREMENTS
Education
\t•\tBachelors degree or equivalent combination of education and experience.
Experience and Required Skills
\t• Minimum of two years experience in a fast-paced office environment
\t• Minimum three years of supervisory experience.
\t• Preferred proficiency in Microsoft Office, Banner and Slate (CRM) Software.
\t• Certifications, Licenses, Registrations (if applicable)
Starting Salary: $50,000
