Office Coordinator

Office Coordinator

STATUS: Part-Time, Permanent, 12 month
DIVISION: Enrollment and Student Services
DEPARTMENT: Admissions
REPORTS TO: Manager, Environmental Services
SUPERVISES: N/A
FLSA STATUS: Non-Non-Exempt

POSITION DESCRIPTION

The Admissions Department Coordinators are the first line of contact for prospective students and families, educators and guests, and provides exceptional customer service for both external and internal constituents. The Admissions Coordinator role is a cooperative position with two staff collaborating to accomplish shared and individual goals, while providing support for each other, the entire Admissions team, and the institution’s enrollment goals. The Admissions office brings qualified, diverse, and talented students from all over the country and world to study art and design in our undergraduate (BFA), graduate (MA and MFA) and post-degree programs. Our Admissions team works with students, parents, guardians, and families, international students and their families, as well as educators and counselors from all levels of academia. The Admissions Coordinators support the admissions team by: providing a positive and welcoming pathway to information about CCS, completing essential daily tasks in support of prospective students and applicants, providing project support for department Directors and Managers, and our team of dedicated admissions staff. A genuine commitment to caring customer service, a can-do attitude, attention to detail, speed and comfort with computers, data and Google processes, and the ability to multi-task are candidate qualities that will make this position enjoyable. Our personable admissions staff and welcoming campus community provide a positive work environment.

POSITION DUTIES AND RESPONSIBILITIES

• Manage Admissions main emails, phone, SMS, and calendars;

• Greet and guide guests (visitors & lost souls) in office and through online tools; Track guest activities related to appointments, event attendance, etc.;
• Track incoming and prepare outgoing mail, packages and shipping/receipt of publications, including requests for information, swag, etc.;

• Record and process receipt of Application documents from various delivery services; enter data into the admissions Customer Relationship Management (CRM) database;
• Electronic file processing of incoming student records to transfer between offices via ImageNow software;
• Track and document receipt of student payments related to the admissions process;
• Work within established protocols to maintain and secure student privacy and records;
• Assist the Admissions team at select on-campus and virtual events;
• Work collaboratively with the CRM System Administrator and Communications Manager to delegate project-based work to student staff;
• General housekeeping for the Admissions Office and workroom including supplies orders, reception area, publications and mail, shipping, etc.;
• Some evening and weekend work required;
• Perform additional duties as required.

QUALIFICATIONS

• 2-4 years of experience working in reception and/or guest services;
• Exceptional customer service skills;
• Excellent speaking, writing, and communication skills;
• Nimble when working across digital tools and processes including email, phone, student database, data-entry, Microsoft Word, Excel, AdobeAcrobat, etc.;
• Ability to manage and prioritize large volumes of information and competing activities;
• Strong ability to make informed decisions within stated guidelines;
• Team player who is detail-oriented has strong listening skills, and an ability to get people the information they need in a timely and kind manner;
• Experience with art/design a plus;
• Experience in a higher education environment is a plus

WORKING CONDITIONS

This job requires half-days, Monday through Friday, with some evening and weekend work; 25-27 hours per week. The staff member operates in a collaborative and backup role with a second Office Coordinator. The Admissions Office is a professional setting with a casual dress code in a college campus environment. The noise level in the work environment is usually moderate. The employee is the first contact for guests, calls, and emails to the office, shares some responsibilities with another part-time employee, and is occasionally exposed to outside weather conditions.

PHYSICAL DEMANDS

The employee works at a computer, or standing will have to move multiple boxes of print materials weighing 10-15 lbs. at a time. Must be able to walk freely while pushing a cart and moving stacks of information or materials around. Some evening and weekend work is expected in support of admissions events. This role is required to work on-site unless an occasional, specific, special project allows for remote work, or if the campus must shift to an all-remote work situation.

ABOUT CCS

College for Creative Studies is a nonprofit institution; it is one of the leading art and design colleges in the world. CCS is ranked by LinkedIn as a top three design school in the US and the best in the Midwest, based on alumni success. CCS has state-of-the-art facilities to support the complete range of creative production, from traditional art forms such as painting, glassblowing, foundry, and printmaking, to the most contemporary systems, including the latest digital imaging technology and extensive rapid prototyping output tools. The College currently enrolls more than 1,400 undergraduate and graduate students. It offers a Bachelor of Fine Arts in 13 majors: Advertising Copywriting, Advertising Design, Art Education, Art Practice, Communication Design, Crafts, Entertainment Arts, Fashion Design, Illustration, Interior Design, Photography, Product Design, and Transportation Design. It also offers a Master of Fine Arts in four majors: Color and Materials Design, Interaction Design, Integrated Design, and Transportation Design, and a Post-Degree Teacher Certification for Art Education. Non-credit youth, pre-college and adult courses are offered to the public. Master of Arts and Certificate programs are in development.

The College for Creative Studies, a leading college of art and design, represents a community composed of individuals with many perspectives, personal experiences, values, identities and worldviews and we value the diversity this brings to our organization. CCS is an Equal Opportunity Employer committed to a diverse and inclusive workforce. We consider applicants for all positions without regard to age, race, color, national origin, religion, sex, sexual orientation, gender identity, marital or veteran status, disability or any other legally protected status.

The College for Creative Studies subscribes to the principle of equal opportunity in its employment, admissions and educational practices and strives to provide an environment and workplace free from unlawful harassment or discrimination. Diversity, Equity and Inclusion are part of our Core Institutional Values and we encourage applications from all individuals.

Applicants are encouraged to apply immediately. The search will close when a suitable candidate is hired. Interested candidates should submit the following in PDF format:
Resume and a letter of application should be submitted to: hr@collegeforcreativestudies.edu
CCS website: http://www.collegeforcreativestudies.edu/

The College for Creative Studies is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other characteristics protected by law.