Req ID: req3924
Position Title: Administrative Support Specialist
Position Type: Staff Full-Time
Position Number: AS9608
OSU Campus: Stillwater
Department: UNDERGRADUATE ADMISSIONS
Hiring Supervisor: Kelly Caselman
(Contingent upon available funding): 10.05 - 15.25, Hourly
Work Schedule: Mon. to Fri. 8am to 5pm. Some nights and weekends may be needed to meet Enrollment Management goals
Faculty Appt Period:
Job Summary: This position is responsible for maintaining high-quality front-line customer service for prospective students and their families, faculty, staff, and other guests who visit or contact the Office of Undergraduate Admissions. Demonstrate initiative to ensure customers are always served quickly and accurately.
Ensure exceptional customer service is provided to walk-in traffic, email inquiries, and in-bound phone calls. Provide accurate information and interpretive advice regarding policies/procedures for admission, new student orientation, residential life, and scholarships/financial aid.
Keep up-to-date with general information about OSU and operational details (tours, events, document processing) of the Office of Undergraduate Admissions. Collect, organize and prepare data for the ACD phone line reports used to analyze phone traffic and staffing needs. Maintain front office training manual.
Interpret information from the University’s client relationship management system CRM (Slate) and effectively communicate, track, and maintain prospective student admission status information. Ability to utilize software and web-based applications to understand where students are at in the application process then communicate it effectively.
Acts as a liaison between Admissions Office and other prospective student offices in the enrollment management division as well as the academic colleges in the scheduling of prospective tour appointments. Assist in researching information requests and topics for the department.
Requires an excellent customer service attitude and an ability to work and participate in a team environment. Maintain confidentiality and sensitivity in handling student information. Provide assistance with daily tour coordination.
Monday - Friday, 40 hours per week ; will be required to work some Saturdays as needed to support recruitment programs.
Ability to lift 45 lbs.
Special Instructions to Applicants Please submit a resume, cover letter, and list of references.
Education & Experience
Four years of office/clerical experience with a background in customer service. Experience with Microsoft Office products, including Outlook, Word, and Excel required. Ability to work well in a team environment and ensure exceptional customer service including: heavy customer service traffic, answering multi-line phone, greeting and assisting visiting prospective students and their families, and responding to email inquiries. Must have the ability to organize workload effectively to meet deadlines, have an attention to detail, and work well under pressure. A high level of professionalism required.
Job requires a high level of internal and external public contact serving as a liaison between the Admissions Office, various academic units and other organizations within the University. Promote and represent the University as the initial point of contact with prospective students, their families and high school counselors. Provide exceptional customer service to the public and accuracy in disseminating information is required. Interpret information from the University’s client relationship management system CRM (Slate) to effectively communicate and track prospective student admission status information. Work effectively within a team environment while also having ability to independently complete projects and duties. Demonstrate professionalism, a high level of organization, and sensitivity in safeguarding confidential information. Consistently maintain professional organized work space of front office. Must possess excellent interpersonal skills and strong written, verbal communication and technical skills are necessary.
Two years of office/clerical experience with an extensive background in customer service. Experience with Microsoft Office products, mainframe systems and CRM (Slate). Ability to work well in a team environment and ensure exceptional customer service including: heavy customer service traffic, answering multi-line phone, greeting and assisting visiting prospective students and their families, and responding to email inquiries. Must have the ability to organize workload effectively to meet deadlines, have an attention to detail, and work well under pressure. A high level of professionalism required.
Completion of OSU Ambassador Program or comparable program required after hire.
Knowledge of Microsoft Products; database programs; telephone courtesy; use of copier, scanner, and fax machines.
Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations,OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.
Location/Region: Stillwater, OK (US)