Admission Assistant

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Summary

The Admission Assistant will provide essential operations support for Smith College's Office of Admission. This position offers the opportunity to combine public facing customer service and behind-the-scenes operations work in a fast-paced collegiate environment. Behind the scenes, the Admission Assistant will co-manage the general admission email account and applicant document processing email account (App Docs) for the Office of Admission; assist with data entry and maintenance of prospect, applicant, organization and organization contact records in Slate; and complete other data maintenance projects as assigned (via Slate Tasks or ad hoc). On the public facing side, the Admission Assistant will support campus visitor operations across two locations (Campus Center and 7 College Lane), including answering the telephone, greeting visitors, and supporting student workers. Lastly, this position will: provide office support for admission events/programs, serve as back-up for other admission assistants, and support seasonal admission tasks.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Office Email and Communications - 25%:

• Read and process incoming emails in the general office account: respond to questions and requests from prospective students, applicants and enrolling students, their parents, college counselors and the general public or forward emails to the appropriate recipient.
• Process emails sent to the AppDocs account using Slate Inbox, adding emails and attachments to prospect/applicant records.
• Process bounce back emails and requests to be removed from our mailing list. Assist with stuffing admit packets.
• Provide backup support for admissions print communications as needed.

Data Entry and Maintenance - 25%:

• Assist with data entry related to requests for information.
• Upload prospective student lists to Slate.
• Assist with uploading of documents from Parchment to Slate.
• Upload application materials received by email to student records.
• Check general file regularly for documents associated with new applicants and prospects.
• Review daily duplicate report and make changes as needed.
• Support processing of applications for undergraduate admission, as well as applications for the Women of Distinction program.
• Create organization records for new schools; maintain existing organization records.
• Seasonally, provide support with decision checks and other tasks as assigned.

Front Desk/Campus Visitor Support -25%:

• Support daily campus visit operations for the Office of Admission.
• At either 7 College Lane or the Smith College Campus center, staff the reception desk, greet visitors, check-in students and their families for campus tours, answer telephone calls and field ad hoc questions.
• Support student tour guides and student workers.

Other Functions

Program Assistant - 5%:

• Assist with the planning and implementation of on-campus programs for prospective and admitted students.
• Order all necessary materials; create and produce name tags for faculty and guests, run registration and assist with any questions.

Additional Admission Assistant Tasks - 10%:

• Cross train and provide back up for other Admission Assistants.
• Tasks may include merging and printing letters, folding and stuffing envelopes, receiving and processing physical mail and faxes; ordering toner and paper supplies, preparing and shipping college fair and school visit materials; processing requests for counselor information packets or student inquiries.
• Other tasks may include processing post-enrollment addenda for distribution to other offices; processing post-decision requests and changes - e.g., slides, postpones, extensions; managing Slideroom; and uploading test scores.

Perform other duties as assigned (10%).

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses):

• High school diploma or equivalent and one to three years of relevant experience, or an equivalent combination of education and/or experience.
• Strong writing, Microsoft Office skills and the ability to learn a variety of third party software is required.
• Experience working with individuals from diverse backgrounds.

Preferred Qualifications:

• Associates Degree or equivalent and work experience in an academic environment preferred.
• Experience with Slate, Banner, WorkDay, UPS WorldShip, or Google Suite is preferred.

Skills:

• Must be highly organized; demonstrate excellent attention to detail; be diplomatic and exercise good judgment.

Review of applications will begin

Position Type:

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.