Operations Assistant

PURPOSE OF THIS POSITION:

The purpose of this position is to provide comprehensive administrative support to the Office of Admissions, ensuring smooth and efficient daily operations. This role is responsible for establishing and maintaining accurate data in the customer relationship management (CRM) system, organizing and maintaining electronic and/or paper files for prospective students, processing incoming and outgoing mail and materials, and assisting with various projects as assigned.

In addition, this position provides backup support for the Office of Admissions receptionist and the University switchboard operator, as needed.

A key focus of this role is delivering excellent service and support to both internal and external customers—including prospective students, staff, faculty, and campus partners—by responding to inquiries, maintaining accurate records, and contributing to a welcoming and professional admissions environment.

DISTINGUISHING CHARACTERISTICS:

It is essential that the individual demonstrate a high level of attention to detail and accuracy, and possess a collaborative mindset, with a willingness to assist with and share responsibility for tasks and projects across the Operations team. The ability to handle data and sensitive information with discretion and maintain strict confidentiality is also critical to success in this role.

ESSENTIAL DUTIES:

1. Develop and maintain proficiency in the Office of Admissions system. 
2. Enter prospective student data into the system in an accurate and timely manner.  This includes, but is not limited to, entry of inquiries, applicant data and applicant materials, and processing deposits.
3. Maintain student data in the system based upon documentation or information received for students’ records or based upon projects assigned.
4. Process student applications.  Enter relevant information into the system, prepare necessary paper and / or electronic files for the student, and route to appropriate individual(s) as necessary based upon status of the student file.
5. Process supporting materials related to prospective student inquiries and applications.
6. Run basic reports and perform searches within the system.
7. Prepare and / or assist with preparation of various daily, weekly, monthly, and ad hoc reporting.
8. Process incoming mail for the Office of Admissions, including routing of mail to appropriate individuals within the office.
9. Process outgoing direct mailing which includes generating mailing labels, mailing list, postage requests and working with our campus partners for outsourcing production
10. Process payments for deposits and route to the appropriate individual(s).  Effectively utilize systems needed to identify and process electronic payments.
11. Accurately and effectively perform various projects as assigned.
12. Share responsibility for providing front office coverage on a rotational basis (which is a shared responsibility of the Operational team support staff members, based upon specific job responsibilities).
13. Provide exceptional customer service when serving as a backup for the Office of Admissions Receptionist and the University switchboard operator.  Answer phones, schedule appointments, greet visitors, answer questions, take messages, and direct calls to the appropriate individual or department.

REQUIRED KNOWLEDGE, SKILL AND ABILITIES: 

1. Strong attention to detail and accuracy; Ability to accurately proofread data entered into system and electronic / paper documents
2. Previous experience working with Microsoft Office software (primarily Microsoft Outlook, Microsoft Word, and Microsoft Excel)
3. Desire and aptitude to develop strong working knowledge of the Office of Admissions system and supporting administrative systems
4. Desire and aptitude to develop working knowledge of university concepts and practices
5. Ability and willingness to learn and perform all essential job functions, including utilization of various computer applications, within a reasonable period of time of being introduced to the function
6. Ability to work within a team that requires cross-training of functions and shared responsibility for projects and task
7. Ability to work with visitors in a manner that makes them feel welcomed and comfortable; strong customer service skills
8. Ability to work in a professional and cooperative manner with co-workers, colleagues, supervisors, and University guests and visitors
9. Ability to work efficiently, effectively, and meet deadlines
10. Ability to work with personal data in a confidential manner

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QUALIFICATION STANDARDS:

High School Diploma required; Bachelor’s degree preferred

ERGONOMIC REQUIREMENTS: 

Ability to sit and work on computer for extended periods of time

HOURS:
Standard University hours – 8:30 am to 4:30 pm, Monday through Friday.  May require evening and weekend hours.

Western New England University is committed to enhancing diversity, equity, inclusion and belonging by acknowledging and embracing diversity of thought, opinion, and approach with colleagues regardless of background, culture, and organizational level. WNE encourages diversity in our job applicants to ensure the best culture and work outcomes.