Position Summary: The Admissions Assistant provides support to the Admissions Administrator and Admissions Coordinator to ensure the smooth operation of the Admissions process.
Primary Duties and Responsibilities:
Registration and Administration:
- Processes student tuition and other orders/payments in the student registration system.
- Captures demographic information from students and enters in the student registration system.
- Is knowledgeable about the student orientation process, scholarships, registration system, parking, student badges and all other Conservatory policies.
- Assists with private lesson check-in process and ensures lessons are paid.
- Assists with maintaining up-to-date class rosters and capacity data.
- Maintains a neat and organized Library.
- Provides administrative support to the Education Department as needed.
- Completes other Admissions-related special project duties as determined by the Admissions Administrator and/or Admissions Coordinator.
- Financial Interactions:
- Receives payments (checks & credit cards) and enters all financial transactions into the student registration system.
- Ensures confidentiality of payment information and closes batch at end of shift for reconciliation by Finance.
- Assists in processing financial aid awards and accurately applies to accounts following the standard operating procedure.
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Sales and Customer Service:
- Possesses knowledge of all Conservatory activities by becoming familiar with the catalog and class schedule, observing classes, attending meetings, and reviewing the events calendar.
- Provides information as needed to phone, e-mail, and walk up customers regarding classes offered by the Conservatory.
- Proactively turns interested parties into students through sales and thorough knowledge of performance tracks and disciplines.
- Ensures that phone, email, and face-to-face inquiries from current and potential students and parents are responded to in a timely manner and accurate information regarding the Conservatory is provided.
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Supervisory Responsibilities:
This position does not contain supervisory responsibilities.
Core Competencies: Standardized job requirements for an individual to properly perform this job.
Integrity – Demonstrates honesty and ethical practices in all work-related activities according to policies and procedures with or without supervision.
Accountability – Takes ownership for deliverables and actions and contributes value to the organization.
Communication Effectiveness – Conveys thoughts and ideas effectively through written and verbal communication, listens for understanding, and is able to give and receive constructive feedback.
Collaboration and Teamwork – works effectively with others to achieve a shared goal and puts the interest of the organization above one’s own.
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Customer Service Orientation – Makes the patron/customer central to all thinking and keeps the focus on driving patron/customer value.
Results Driven and Solution Oriented – Consistently delivers results that meet or exceed expectations and identifies problems early while taking appropriate action to minimize work disruptions.
Organizational Knowledge – Expands knowledge of the organization beyond one’s immediate unit/department.
Self-Awareness and Personal Development – Understands the impact of one’s own actions on the organization and others and demonstrates desire, drive, and responsibility to acquire knowledge and skills necessary to perform job more effectively.
- Minimum Qualifications (Knowledge, Skills, and Abilities):
- Strong customer service skills.
- Strong interpersonal and teaming skills to create positive relationships with parents, students, and staff.
- Excellent communication skills (both verbal and written).
- Strong organizational and multi-tasking abilities.
- Detail oriented individual with strong computer and administrative skills.
- Ability to resolve telephone and in-person inquiries in a tactful and friendly manner.
- Ability to maintain confidentiality and use appropriate discretion in the performance of job duties.
- Ability to remain poised and effective in a dynamic, fast-paced work environment.
- Ability to perform basic math equations correctly.
- Proficiency with Microsoft Office applications including Outlook, Word, and Excel. Intermediate Excel proficiency required.
- Experience with and knowledge of Tessitura or database software preferred.
- Availability to work a flexible schedule including evenings and weekends as needed, approximately 10-29 hours per week.
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Education and Work Experience:
- High school diploma.
- Previous experience in customer service or administration preferred.
- Spanish as a second language is helpful.
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Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.
While performing the duties of this job, the employee is regularly required to sit, type, talk, hear, and use the telephone. The employee is frequently required to walk or stand; reach with hands and arms and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel; climb or balance and stoop, kneel, crouch, or crawl.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.
- The noise level in the work environment is usually moderate. May experience increased noise levels and activity during peak periods while school in in session and while working events.
- High school diploma.
- Possesses knowledge of all Conservatory activities by becoming familiar with the catalog and class schedule, observing classes, attending meetings, and reviewing the events calendar.
