Admissions Work study Office Assistant

• Department Name: Admissions, Student Services
• Supervisor: Jessica Collins
• Title: Admissions Office assistant

Position Summary:

Represents Heritage University in the most positive manner with prospective, former and current students, clients, suppliers and the community we serve. Interacts effectively with a diverse group of faculty, staff, students and other customers of our services, learns and uses operating practices of the department and Heritage University. Upholds the Heritage University Mission Statement. Handles confidential information with tact, discretion and in compliance with FERPA regulations.

Principal Duties and Responsibilities:

1. Collaborates with staff in Admissions, Financial Aid, and the Registrar’s Office to deliver mission critical services to new and returning students, and alumni.

1. Duties include but are not limited to completing tasks by using basic office machines, such as computers, fax machine, copier, and calculator.
2. Schedule appointments as necessary for students and prospective students for admissions counseling, placement testing, and others as needed. 
3. Supports Enrollment Services Office Aide as potential first point of contact for the Office of Admissions which includes phone, email, and in-person inquiries and visitors. Maintain an orderly and welcoming office environment, greet all visitors with pleasant and professional demeanor, and assist visitors in locating campus resources and services (including other offices on campus, parking information, local information about Toppenish and/or Yakima Valley).
4. Answers inquiries related to department services, programs, and operations. This includes assisting the public in person or by phone, screen and route phone calls, and scheduling appointments with admissions staff.
5. Assist with upkeep of the lobby in Student Services, light dusting, organizing, restocking coffee supplies and materials for the lobby area.
6. Performs other functions as necessary or as assigned.

Education Benefits to be derived by students on this job:

• Knowledge of the operation and functions of the Admissions Office.
• Customer services, work with different supervision levels, organization skills, and time management.
• Develop abilities to follow directions, complete tasks, and report progress.

Minimum Qualifications:

• Dependable and Reliable.

• Strong technology skills, including knowledge of Microsoft Office tools, strongly preferred.

• Courteous and professional disposition.
• Willingness to be of assistance to others.

• Excellent communications skills. Fluency in Spanish a plus.

• Ability to listen and follow directions.
• Ability to perform repetitive and routine tasks.
• Commitment to maintaining confidentiality.
• Ability to work in a fast-paced environment.

• Positive attitude and ability to adapt to change.
• Professional dress required.

• Strong telephone etiquette skills.

After filling out the application for this position please set up an interview to proceed with the application process.

Phone: (509)865-0443

Email: collins_j@heritage.edu  

Purpose of the Position

The Office Assistant (Work-Study) supports a friendly, professional, and welcoming environment for students, staff, and faculty who work in or visit Simkins Hall North. This position promotes organized and efficient office operations by completing routine administrative, reception, and support duties. The Office Assistant may also assist with special projects that support faculty in documenting and analyzing effective student learning outcomes in supported departments.

Note: This position requires adherence to a business casual dress code to maintain a professional and welcoming environment.

Reporting & Support Structure

Reports/Time Sheets To:
Terri Slack, Fiscal Officer Academic Affairs

Provides Support To:
Support projects within the Provost/VPAA Office, and all academic departments.

Support Services

• Perform electronic filing of student, faculty, and budget records.
• Make copies for faculty and adjunct faculty.
• Assist faculty and adjunct faculty with tasks as assigned by supervisors.
• Perform other duties as assigned.

Daily Routine Responsibilities

• Pick up and deliver intra-campus mail, often delivering directly to offices.
• Pick up incoming mail and deliver outgoing mail while meeting mailroom deadlines.
• Check copy machines for paper and refill as needed.
• Maintain cleanliness of the copy room.
• Dust and wipe counters in areas where coffee service and microwaves are located (daily).
• Conduct a weekly refrigerator check, discarding expired items and wiping shelves.
• Perform other duties as assigned.

Reception Responsibilities

• Greet all students, visitors, faculty, adjunct faculty, and administrators warmly and professionally upon arrival.
• Answer phone lines promptly; calls should not go unanswered.
• Answer calls using the following greeting:
• Perform other duties as assigned.

Skills and Experience

1. Ability to maintain a regular and reliable work schedule.
2. Experience with or ability to learn electronic filing systems.
3. Experience with or ability to learn Microsoft Word and Excel, including mail merge processes.
4. Demonstrated ability to complete assignments and projects on schedule and with attention to detail.

Job Description:

This position will assist all Advancement Office staff with daily tasks. The Advancement Office seeks to further the reputation, resources, and relationships of Heritage University.

Support of these goals includes the following tasks:

• Check and distribute department mail.
• Filing/Database Management
  • File gift records, acknowledgment letters and donor correspondence
  • Organize donor files.
  • Other filing as needed.
  • Assist in the maintenance of donor databases, including data entry and editing records.
• Donor Relations
  • Write thank you cards to donors.
  • Interact with donors on phone or in-person as needed.
• Reception
  • Answer phones, greet walk-in visitors as needed.
  • Provide directions and information to walk-in visitors.
  • Assist students with completing thank-you cards.
• Event assistance
  • Assemble packets for events.
  • Student ambassador recruitment and management
  • Alumni events (contact attendees by phone or email, check-in at events, room set-up and clean-up, follow-up calls and emails)
  • Scholarship Dinner (preparatory activities and attendance)
  • Gathering department information as requested for distribution at events and to individual donors.
  • Some events may take place in the evening or weekends.
• Copying/Mail
  • Copy and mail acknowledgement letters and other donor correspondence.
  • Purchase orders and check requests
  • Other items as needed.
• Maintain organized supply closet/area.
• Scan/email/fax materials as needed.

Other duties as assigned.

Educational Benefits to be derived by student in this job:

This position will be working in support of fundraising and advancement of Heritage University and will gain experience in these areas. This position will also gain experience and knowledge in using MS Office products (Word, Excel, PowerPoint, Outlook).

Minimum Qualifications: (what skills must a student possess to do this job:

• Familiarity with MS Office Products (Word, Excel)
• Ability to maintain confidentiality at the highest level.
• Ability to answer phones and greet walk-in visitors in a professional, friendly manner,

And good customer service skills.