What are the responsibilities and job description for the Administrative Assistant, Admissions & Financial Aid Representative, Baton Rouge position at WILLIAM CAREY UNIVERSITY?
Job Details
Job Location: Baton Rouge - Baton Rouge, LA
Salary Range: Undisclosed
Description
Job Summary
Under the supervision of the Undergraduate Academic Director of the School of Nursing, Baton Rouge site, the administrative assistant performs duties relative to service of students, faculty, staff, and the general public in carrying out functions of the School of Nursing.
William Carey University encourages applications from minorities, veterans, and those with disabilities.
Duties and Responsibilities
This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties.
- Assist the university in implementing the Statement of Purpose.
- Assist the university in implementing the long range institutional and financial plans.
- Assist the School of Nursing in implementing program in accordance with state and national accreditation standards.
- Participate in, or assist with University and School of Nursing, in activities as requested.
- Greet and assist students, employees, and others entering the office.
- Provide necessary forms to students/employees and assist with completion of forms.
- Serve as receptionist as needed by answering phone, voicemail, and email for the department and distributing messages as needed.
- Distribute mail.
- Produce letters, reports, and minutes from rough drafts utilizing word processing skills.
- Maintain an accurate and complete filing system for students and faculty.
- Assist with revisions and printing requests for the School of Nursing.
- Assist supervisor with preparing faculty contracts.
- Prepare, organize, and maintain student/employee files.
- Maintain program, student and employee forms and packets.
- Assist supervisor with planning, organizing, and recording minutes for faculty meetings.
- Assist supervisor with planning recruitment, graduation, community of interest, and white coat events.
- Assist supervisor with processing purchase orders, check requests, and mileage reports.
- Assist supervisor with printing and mailing student information, orientation, and admission information.
- Assist supervisor with planning and coordination of student and faculty orientations.
- Track and organize program applications, including entrance exams.
- Maintain an effective working relationship with university personnel, students, and the community.
- Maintain a clean and organized working environment.
- Demonstrate exceptional adherence to work schedules.
- Demonstrate exceptional adherence to University and School of Nursing policies/procedures.
- Remain cross-trained on other student services positions to serve as back-up for during lunch or absences.
- Assist supervisor with additional tasks as assigned.
- Day to day admissions and financial aid related operations on Baton Rouge site:
- Handle student inquires related to admissions and financial aid.
- Respond to student requests for admissions and financial aid materials.
- Enter all admissions and financial aid data for Baton Rouge campus in the student data system.
- Complete and maintain student admission and financial aid files for the Baton Rouge campus.
- Assist students, parents, faculty, and staff with questions concerning admissions and financial aid.
- Counsel prospective students and parent on processing admission and financial aid documents.
- Process loan applications for designated campus using EdExpress.
- Advise student to complete Entrance/Exit counseling related to financial aid.
- Serve as back-up for processing other student loans as needed.
- Facilitate student registration.
- Evaluate applicants’ transcripts for determination of eligibility to enter the university.
- In cooperation with Admissions and the Registrar on the Hattiesburg campus create a smooth transition from incomplete applicant to registrant.
- Issue letters of acceptance/rejection to applicants.
- Maintain written materials, audio-visual presentations, and other marketing materials utilized by the School of Nursing.
- Arrange tours for the School of Nursing – Baton Rouge site for prospective students and families.
- Create and maintain database of prospective and current students and/or potential degree candidates in the state.
Physical Demands
- Must possess mobility to work in a standard office setting, and to use standard office equipment including a computer and 10-key calculator.
- Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone.
- Must have the ability to sit or stand for extended periods of time.
- Must have strength and agility to move files, paper boxes, and minor office equipment.
- Must have ability to lift and carry 25 pounds.
- Must be able to maintain office hours and perform duties in an on-campus setting.
Qualifications
Required Qualifications
- Ability to use common office productivity software, including Microsoft Office suite (Work, Excel, & Outlook).
- Ability to learn WCU’s student database software.
- Ability to simultaneously handle multiple tasks, solve practical problems, and deal with a variety of situations and people.
- Ability to respect and adhere to the strict confidentiality requirements of the School of Nursing (including FERPA & HIPAA).
- Ability to make mathematical computations quickly and accurately.
- High School Diploma
Preferred Qualifications
- Work experience in higher education/nursing education
- Active Commission as a Louisiana Notary Public
- Bachelor’s degree in business or related field from a regionally accredited institution
