Admissions Administrative Assistant
Job Details
Raleigh - Durham Area - Raleigh, NC
Full Time
4 Year Degree
Up to 25%
Admissions Administrative Assistant

Position Summary

 The Admissions Administrative Assistant person provides general support on a great variety of duties to the department. This includes assisting Recruitment or Admissions in different ways.

Duties are varied, but primarily include managing the file room and candidate documents ensuring confidentiality, handling general candidates’ support and communications before they are assigned to their corresponding Admissions Specialist.


Admissions Essential Functions

  • General admissions support to the Admissions team.

  • Assisting in handling and monitoring tasks and training for NC interns when needed.

  • File room and document management, filing, handling mail coming in and out from NC main office.  Create and manage (paper) files and digital records (using Participate Learning Information System) for all prospects, ensuring confidentiality, validity of documentation submitted, thoroughness in information recorded.

  • Documents review of physical and digital files maintaining quality Admissions standards.

  • Alumni file requests and review

  • Assist in organizing licensure documents or other licensure related duties

  • Communications related to ACTFL OPT and WPT

  • Application Review

  • Follow up with teachers pending phone and personal interviews

  • Assistance with Pardot communications and editing messages

  • Active facilitator in the Admissions community of practice and learn how to navigate Admissions Center document checklist.

  • Phone, email/intercom communications with applicants / prospects

  • Assistance with hotel reservations for selection trips

  • Reference verification calls

  • Review and edit teacher video clips for presentation to school clients.

  • May represent Participate Learning at recruitment events as needed, work with the general public and provide guidance and information to potential leads to generate teacher candidates necessary to meet J1 teacher placement goals.

Key Competencies

  • Must have excellent oral and written communication skills (English and Spanish)

  • Must have high level of attention to details

  • Must have a positive attitude and be able to work effectively in a team.

  • Must contribute and collaborate with different team members 

  • Maintain flexibility and openness while facing shifting priorities

  • Must be highly organized and efficient, with the ability to prioritize, multi-task, and follow directions.

  • Familiarity with cross-cultural communication differences required along with ability to effectively communicate with individuals from a variety of different cultural backgrounds.

  • Strong customer service orientation and the ability to provide efficient responses, and empathize with customer concerns, questions, or complaints. 

  • Computer skills: familiarity with Microsoft Office Suite and ability to quickly become proficient in new technologies required

  • Travel: not required, should be available to travel as required by the team needs

  • Confidentiality: Must use professional discretion and ensure that confidentiality of personal & professional information of program participants is maintained.


Educational and Experience Requirements

  • BA Degree in Business Administration, Education, International Studies or related majors preferred.

  • Computer skills:  MS Office, MS Word and MS Excel required, Google documents.


Key Measures

  • Excellent attention to detail

  • Produces high-quality work.

  • Ability to meet deadlines for given tasks

  • Communicates effectively and works well with other staff members