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Campus Administrative Assistant

Location: Oxnard, CA
Department: PE - Admissions
Employment duration: full_time
# of openings: 1

Description

 

Position Description

 

The Campus Administrative Assistant must be knowledgeable of basic administrative duties and handling customers effectively and efficiently on the phone and in person. The Campus Administrative Assistant is a combination between administrative duties and assisting all departments using dynamic engagement with prospective and active students. This role has a great deal of interaction with customers and staff, and should have the ability to multi-task, prioritize duties and exhibit excellent communication skills both written and verbal.  This role deals with a high volume of activity due to being housed at our larger campuses.

The Campus Administrative Assistant reports directly to the Campus President. This role is also supported by a Senior Administrative Support Specialist for training and mentoring.

 

DUTIES AND RESPONSIBILITIES

The Campus Administrative Assistant will also be responsible for, but not limited to, the duties and tasks listed below:

  • Greet all customers in friendly manner, while also keeping reception area neat and stocked with appropriate information
  • Answer main phone lines, route calls and messages accordingly, set-up video calls for students looking for services being provided outside the campus
  • Assign any walk-in or live leads using the CRM per the guidance of the Director of Admissions.
  • Update CRM/CNS records accurately and in a timely manner as well as uploading pertinent documentation needed for Admissions and other departments as assigned
    • Receive, upload, and document immunization records for extern students
    • Receive, upload, and document entrance exams, credentialing exams, CPR, Licensure Registration documents for instructional staff
    • Assist with transcript requests for high school or GED at applicable campuses, as well as with college transcript requests as necessary
  • Manage staff Outlook calendars by tracking the status of incoming appointments, as well as managing the calendars for the campus Lync rooms
  • Assist in obtaining scrub sizing and photos for creating student identification cards
  • Post and send mail daily, as needed
  • Accept and post student payments, and assist with taking deposits to the bank
  • Check inventory for print materials (ensuring marketing material on location is up to date), and office supplies weekly. Request all orders (office supplies, SWAG, scrubs, etc.) through Sourcing and Procurement, as well as inventory all incoming orders
  • Keep copy/supply room organized, neat and stocked, as well as ensuring video rooms are organized, neat, and prepped for use
  • Helps coordinate and complete all pre-orientation duties including but not limited to:  orientation packets, sign-in sheets, name tags, food, room set-up, and clean up
  • Address and route student concerns to appropriate support staff or manager for resolution
  • Provides ongoing communication and support to Campus President, while meeting/communicating regularly with the assigned Senior Administrative Support Specialist.
  • Participate in campus events, including assisting with the preparation and participation of the commencement ceremony
  • Assist in classroom presentations outlining fun facts, tips/tricks for moving through the educational experience, changing passwords, and sharing successes with students
  • Coordinate and complete the creation and upkeep of student related displays around the campus, ensuring the most up to date compliance-approved pictures, events, and awards
  • Provide sit updates to required personnel daily during start week
  • Follow all procedures as outlined in department manuals and posted directives
  • Adhere strictly to accrediting agency and U.S. Department of Education guidelines
  • Other duties as assigned by Campus President, and Admissions Support Manager

JOB QUALIFICATIONS AND SKILLS

  • 2 years of experience in customer service, administrative support
  • Some college or degree preferred
  • Data entry and report writing experience required
  • Ability to multi-task, prioritize duties
  • Demonstrate excellent communication skills both written and verbal
  • Proficient computer skills in Word, Excel, Outlook, database software and use of Internet
  • Dynamic, punctual, responsible, ethical and a team player
  • Full-time, 40 hour work week. Varied shifts
  • For all candidates – must be able to pass an annual driving record check  

                                                  

COMPENSATION

  • Non-Exempt - hourly position
  •  $16.00 - $19.60/hr
  • Compensation dependent on experience, knowledge and education level

 

 

 We are committed to diversity. Charter College is an Equal Opportunity Employer. (EOE)





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