Office Coordinator and Data Entry Specialist

About the position

Reporting to the Director of Enrollment Operations and CRM Administrator, The Office
Coordinator and Data Entry Specialist is responsible for organizational and administrative support for the Office of Admissions. The position employs strong interpersonal skills, attention to detail, and independent decision-making in prioritizing & completing tasks and projects in a high-volume environment. This individual must be able to communicate in a positive and productive manner with all internal (co-workers and student employees) and external (visiting families, walk-ins) customers.

$14.95/hour

Essential Duties, Tasks, and Responsibilities

1. Running all daily office procedures, i.e. opening/closing the office, stocking coffee area, keeping workroom organized
2. Processing all transcripts in conjunction with the other data entry specialist. Input needed information into JRM and OnBase as transcripts come in through either the mail, email, the Dropbox, Parchment, and Clearinghouse
3. Processing applications in conjunction with other data entry specialist, process applications in J1 to begin moving the student through the acceptance process
4. Processing all ACT, SAT and other test scores submitted to Malone University
5. Processing and distributing incoming mail
6. Filing documents, once transcripts are scanned into OnBase, physical copies of transcripts get filed away for the needed amount of time
7. Scanning, indexing, and committing documents
8. Indexing materials as needed when there are miscommunications between J1 and JRM
9. Running daily mailings i.e. all letters printed and work with the student workers to have them prepared to be sent to the mailroom each day. These included accepted letters, inquiry letters, letters from the president, etc. and postcards
10. Handle office management including office supply ordering, dailies supply ordering, and inventory
11. Assist Director of Admission with office budget, expense reports, and purchase orders
12. Act as the primary operator of the University switchboard and admissions phone line. The Campus Visit Coordinator will act as the backup for these two phone lines.
13. Act as the primary manager of the main Admissions email. The Campus Visit Coordinator will act as the backup for this account.
14. Assist Director of Admission with the deposit process
15. De-duplicating prospective student profiles within Salesforce using Demand Tools
16. Import data from Vendors as well as provide back for exporting when needed
17. Maintain the inventory for all recruitment materials
18. Oversee interaction with student workers for daily mailings and other operations tasks as needed.
19. Miscellaneous duties as assigned by the Director of Enrollment Operations and CRM Administrator or Vice President for Enrollment Management.

Knowledge, Skills, and Abilities

Must be in harmony with the mission and goals of Malone University. An Associates or
Bachelor’s Degree preferred and/or office experience of at least 3 years. Candidates must have the ability to work independently and multi-task in a fast-paced environment. Excellent organizational skills and attention to detail are also a requirement. Finally candidates must be able to communicate in a positive and productive manner with all internal and external customers.