Administrative Assistant, Graduate Education Programs (Part-time, Onsite)

Wilson College welcomes applications for a detail-oriented Administrative Assistant to support our Graduate Education programs.

This vital role provides essential office support to the program director, particularly in areas such as recruiting, admissions processes, and advising. The Administrative Assistant also plays a key role in delivering exceptional customer service to students in the Graduate Education programs and serves as an important point of contact for the Admissions and Registrars offices, as well as other campus colleagues.

ESSENTIAL FUNCTIONS:

Primary Responsibilities:

• Serve as the primary liaison between the Program Director and the Admissions Office for inquiries, applications, and acceptance/denial communications.
• Collaborate with the Office of Institutional Effectiveness and Research to ensure accurate enrollment data is maintained.
• Assist the Program Director with managing advising notes and course registrations through Colleague/Self-Service.
• Keep accurate records of graduate-level transfer credits accepted for new students.
• Maintain records of course substitutions for students who have completed the Teacher Certification Pathway (TCP) and transitioned into a Graduate Education program.
• Regularly update and maintain advisement sheets for all Graduate Education programs.
• Act as a liaison with the Eduspire team as needed.

Secondary Responsibilities:

• Submit updates and corrections to the course catalog as necessary.
• Coordinate updates to Graduate Education program webpages with the Office of Marketing and Communication.
• Update student and adjunct handbooks as needed.
• Order textbooks for adjunct instructors.
• Develop program and course information sheets for new cohorts and prospective students.
• Prepare program information packets for the Program Directors meetings with superintendents and presentations to teachers.
• Track and maintain records of budget expenditures and balances.
• Order office supplies as needed.
• Compile Graduate Education program course schedules for submission to the Registrars Office.
• Coordinate adjunct appointment letters in collaboration with the Provosts Office.
• Maintain and update Eduspire course schedules.
• Send timely email reminders to students about registration deadlines and required courses.
• Assist the Program Director in collecting syllabi from professors and adjunct instructors.
• Maintain up-to-date contact lists for students in each program and adjunct instructors.

COMPETENCIES:

• Proven ability to multitask effectively and manage competing priorities.
• Strong problem-solving skills with the ability to coordinate and oversee multiple projects simultaneously.
• Fluent in Microsoft Office 365 applications, including OneDrive, SharePoint, Excel, Word, and PowerPoint.
• Willingness and ability to quickly learn the Colleges CRM and advising systems.
• Familiarity with higher education and PK-12 environments is a plus.
• Ability to interpret and apply policies and guidelines accurately and effectively.
• Demonstrated ability to exercise sound judgment in challenging situations, manage conflicts, and resolve issues effectively.
• Commitment to discretion, confidentiality, and professionalism when handling sensitive matters.
• Ability to work independently as well as collaboratively within a team.
• Excellent communication skills and the ability to build and maintain effective relationships with internal and external stakeholders.
• Strong work ethic and dedication to fostering a positive and productive work environment.

POSITION TYPE AND EXPECTED HOURS OF WORK:

• Part-time, non-exempt working 20 hours per week

EDUCATION & EXPERIENCE:

• Associates Degree in Office Administration or a related field is required; a Bachelors Degree in a related field is preferred.
• A minimum of three years of experience in office administration, demonstrating strong organizational and administrative skills.

An equivalent combination of education and experience will be considered.

Working at Wilson: Part-Time Employee Benefits

Wilson College values the dedication of our part-time employees and is proud to offer a variety of benefits to eligible team members. These include paid time off, holiday pay, and participation in our Defined Contribution Retirement Plan with TIAA. Part-time employees are also eligible for dental and vision coverage to support their overall health and well-being.

Additionally, Wilson College offers educational benefits for part-time employees, providing access to undergraduate, graduate, and certificate programs to support personal and professional growth.

We foster a supportive and inclusive work environment that emphasizes work-life balance. Eligible employees also enjoy free on-campus fitness center memberships and other resources to help you thrive.