Administrative Assistant and Customer Relation Management Manager

Position Title Administrative Assistant and Customer Relation Management Manager Status Full Time Job Summary Coordinate and manage all administrative activities related to the Office of Veterinary Admissions and Recruitment, including management of the CRM systems of Ellucian Colleague and Liaison WebAdMIT.

Essential Job Duties

Respond to inquiries from students, departments, or general public by telephone, in person or via email regarding application status or related department procedures; provides information as requested or routes inquiries to appropriate department

Perform various clerical functions in order to maintain files, process paperwork, prepare reports and fulfill inf01mation requests

Oversee all administrative functions including user account maintenance, recurring reports, and communication

Provide a high level of customer service providing a warm and welcoming environment for prospective and admitted students

Evaluate, certify, and process credentials for students applying for CVM admission; ensure authenticity of documents and that requirements have been met using established admission policies and guidelines

Help to process admission applications, ensuring that all required materials are submitted and create a file for each applicant

Maintain and generate online reports on student application files by entering updates and/or deleting records as required

Assist prospective students and families through in-person interaction, phone calls, responding to voicemails, emails, and postal mail to ensure seamless transition to the university

Assist with the coordination and implementation of campus visitation programs and events for prospective students and their families

Assist with coordinating the interview process; post online invitations for interviews, schedule interviews, coordinate interview teams composed of faculty members

Help coordinate programs for admissions including but not limited to set-up and execution of the interview programs, interview evaluator recruitment, interview training sessions, and tour guides

Make appointments, using judgment in controlling priority of requests, follow-up on cancellations and appearances

Make travel arrangements and hotel reservations

Take and transcribe minutes of meetings for review before typing in final form

Receive all application fees and make cash reports for submission to the business office

Send out all letters regarding admissions-acceptances (the dean’s and director’s signature) and denials

Maintain budget report for the Admissions Department

Create all Purchase Orders, Requisitions, Check Requests, and Intra-institutional Vouchers for the Admissions Department

Oversee the management and coordination with resource specialist for data feeds and application integrations, maintaining ownership of CRM and customer data structure

Continuously improve upon the value derived from the CRM platform

Evaluate and recommend improvements to tools and processes

Assist with troubleshooting problems within the CRM if the solution is not readily apparent

Create and manage communication campaigns in CRM system

Serves as expert for all CRM training to empower all levels with functional knowledge of the CRM system

Perform other duties as assigned

Qualifications (Education, Experience and Specialized Training)

Associates Degree or equivalent of three years of experience which must have included the performance of responsible administrative and office management duties.

Bachelors degree preferred

Previous office work experience including administrative and office management duties

Physical Demands

Ability to operate standard office equipment

Ability to walk short distances

Ability to lift and carry parcels, packages and other items

Ability to view a computer terminal

Skills and Attributes Knowledge of:
Database systems, Microsoft Word, Excel and PowerPoint software

Skills:
Able to accept responsibility and run administrative aspects of office

Ability to:

Work effectively with persons from diverse racial backgrounds

Work independently as well as collaborate with others as a team member

Communicate effectively, both orally and written