Admissions Administrative Assistant (Temp)

Position Title: Admissions Administrative Assistant Temporary

Permanent/Temporary: Temporary

Reports to: Director of Enrollment Management & Financial Aid

Exempt/Non-exempt: Exempt 

Schedule (hours and weeks): Full time, some nights and weekends

Location:  On Campus/hybrid

SUMMARY DESCRIPTION

The Admissions Administrative Assistant (Temporary) supports the admissions office in all aspects of student recruitment, marketing, admissions, and enrollment for Chewonki, with a primary focus on Maine Coast Semester at Chewonki. This position provides excellent customer service to prospective students and their families and helps facilitate the broad range of initiatives necessary to reach annual enrollment and revenue goals.

The ideal candidate will enjoy a fast-paced office environment, working with a broad and diverse range of students and families, and be the primary manager of all lead, student, and family records. 

ESSENTIAL RESPONSIBILITIES

Recruitment

• Coordinate on-campus enrollment events to support admissions activity.

• Assist in the cultivation of leads to enrolled students by making and answering admissions phone calls, text messages, social media inquiries, responding to inquiries, entering inquiries into databases, and sending follow up correspondence.

• Coordinate accepted student open houses, info sessions, and other events, both in-person and virtual.

Admissions/Enrollment

• File and track application components and follow up with families regarding missing items. Organize applicant folders and materials in Google Drive.

• Manage the process of sending out lead packets, outreach materials to school contacts, admission decisions emails, letters, and acceptance packets. Work with the reception desk, work program volunteers and other members of the staff as needed, to ensure the timely mailing of those packets. 

• Coordinate the annual enrollment process by maintaining an accurate shared calendar of all principal admissions activities, including events, major mailings, visits, and notification deadlines.

Marketing/Communications

• Coordinate the Maine Coast Semester blog on a weekly basis and oversee blog-writing work program with students.

• Support communications with prospective, accepted, and enrolled students through bulk email and texting campaigns, as well as postal mailings.

Record Management

• Update household and organization records as appropriate

• Create new student and family records, affiliations, program engagements, and enrollment records.

Community Responsibilities

• Work to honor and uphold the principles of diversity, equity, inclusion, and a lens of anti-racism in the best interest of participants, constituents, and staff across the organization.

• A willingness to work as a team member among the Admissions and Maine Coast Semester Program and the greater Chewonki community.

• Work on the Chewonki campus and share meals with the community.

• Contribute to and collaborate with the Chewonki community through committees and foundation wide events.

• Share the collective responsibility within risk management (physical, behavioral, institutional, etc.) by:

• Using sound judgment.

• Operating within your skill set and Chewonki protocols.

• Responding to and/ or alerting the appropriate person(s) when you see something that may compromise safety.

• Assume other responsibilities as needed.

• Participate in all required safety trainings and emergency protocols;

• Attend required onboarding and training sessions

• At the direction of the Director of Enrollment Management & Financial Aid, perform the duties of this role from a remote position. 

PREREQUISITES

• Must complete fingerprinting requirements/pass criminal background check with the Maine Department of Education.

• Attend required onboarding and training sessions (in-person/on campus).

• Valid Driver’s License approved by Chewonki’s insurance carrier.

• Attend Chewonki driver training.    

QUALIFICATIONS

• High school diploma required; Bachelor's degree in Business Administration or related field preferred.

• At least four years of related experience required.

• Strong interpersonal skills; ability to effectively and positively engage and communicate both in writing and verbally to various constituencies: prospective students and families, and staff.

• Excellent verbal and written communication skills.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Ability to function well in a high-paced and at times, stressful environment.

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times. 

SALARY:

$18 - $20/hour