Admission Support Specialist

at  Drake University

DEPARTMENT SUMMARY:

Drake University’s Office of Admission is responsible for enrolling the University’s vibrant, talented, and diverse undergraduate students. Led by the Dean of Admission and in collaboration with a team of talented professionals, this department works in conjunction with campus partners to identify and recruit future Bulldogs (students, not actual bulldogs) both in the state of Iowa and across the United States.

JOB SUMMARY:

The Office of Admission seeks a dynamic individual to join our amazing team. We are hiring for an Admission Support Specialist to manage the department’s budget and provide an array of administrative assistance to Admission leadership and the overall office.
The Admission Support Specialist wears a number of hats within the Office of Admission, chief among these hats is the role of budget manager. This Admission Support Specialist will oversee the department’s budget in conjunction with the dean of admission and ensure the Office of Admission remains fiscally responsible in execution of its primary focus of outreach to and recruitment of undergraduate students (first-year, transfer, and Bright College). The Admission Support Specialist will review P-card purchases, ensure invoices are settled, and serve as the primary liaison to the University’s Accounting division. The Admission Support Specialist will also meet regularly (weekly) with the dean of admission and produce monthly budget reports for review.
In addition to the budget management responsibilities, the Admission Support Specialist will also oversee a variety of administrative duties including supporting the dean of admission and other admission leaders, as needed, assisting with bi-weekly staff meetings, managing Office of Admission calendars, ordering office/clerical supplies needed for the Office of Admission, managing deliveries/packages, assisting with the onboarding of new staff, serving as the primary building manager (Cole Hall), and providing coverage and support to the Campus Visit Team within the Office of Admission.
The Admission Support Specialist is the backbone of the Office of Admission. As a result, we are looking for someone responsible, trustworthy, and dependable with good interpersonal skills. This individual should have great attention to detail, excellent communication skills, and the ability to adapt to change (as the work of recruitment is constantly evolving).

MINIMUM QUALIFICATIONS:

• Associate degree
• Ability to work independently and effectively while managing multiple initiatives
• Outstanding attention to detail
• Excellent time management skills
• Great interpersonal skills
• A positive and professional attitude

PREFERRED QUALIFICATIONS:

• Bachelor degree
• Prior experience in budget management and/or understanding basic bookkeeping/accounting with a strong commitment to confidentiality
• Experience in a higher education or other non-profit environment

• 50% - Budget Manager: Manage, organize, prepare, and maintain the office budget and other financial records using a variety of formats for data compilation, manipulation, and display. Prepare monthly budget reports and other financial spreadsheets for the Dean of Admission and other administrators as required. Serve as liaison with university accounting and facilitate staff submission of travel expense reports, direct payments, and credit card reporting. Prepare and submit payments of projects, contracts, and services to university accounting. Requires maintaining and controlling confidentiality of files, as necessary. - (Essential)
• 20% - Administrative Support: Provide administrative support to the Dean of Admission (75%) and other admissions leadership staff (25%) as needed. Prepare bi-weekly staff meetings including agendas, meeting slides, scheduling meeting guests, and preparing minute takers. Maintain departmental records. Assist with onboarding process for new admission staff. Requires maintaining and controlling confidentiality of files, as necessary. - (Essential)
• 15% - Office/Building Manager: Serve as a contact for Admission regarding building maintenance including electronics, heating, cooling, office moves, cleaning and other general maintenance and repairs; also including electronic/technology needs and other work orders. Complete work orders as requested for facilities repair and maintenance. Coordinate, order and manage supply ordering (Office Max, Amazon, and other vendors); Receive and ensure delivery of mail and packages; Manage UPS shipping. Supervise multifunction machines. Plan, coordinate, and execute complex administrative projects to support the business of onboarding staff, ordering and approving business cards, name badges, and office name plates. Complete room reservations; coordinate scheduling of meetings, reserving equipment for presentations as necessary; coordinate staff candidate interview itineraries. - (Essential)
• 15% - Campus Visit Support: Represent the university and the Office of Admission in welcoming prospective students and families to the university. Provide coverage on scheduled work-from-home (WFH) days and/or vacation days for the Campus Visit Coordinator and campus visit team (CVT) by fulfilling campus visit duties. - (Essential)