Administrative Secretary, Admissions & Enrollment

Administrative secretary to the Assistant Vice Dean of Admissions and Enrollment. Provides essential administrative infrastructure support pertaining to enrollment and matriculation of students in the Macon & Joan Brock Virginia Health Sciences at Old Dominion University Admissions & Enrollment. Works closely with the Office of Student Affairs, Registrar, Financial Aid, Financial Services, Network Center, Database Center, School of Health Professions Directors and application processing systems, agencies, and software (e.g., Centralized Application Services (CAS), WebAdmit, OnBase, Enrollment Management Platform (EMP), Analytics by Liaison), and others as needed. This position is essential for ensuring quality control, efficiency, and effectiveness of the admissions and enrollment office.

Administrative tasks for the Assistant Vice Dean of Admissions and Enrollment
• Order office supplies, create requisition orders, pay invoices, and reconcile credit card statements and transactions
• Schedule appointments, meetings, travel, and maintain the calendar of the Assistant Vice Dean; including use of the Dean's conference room in Admissions and Enrollment
• Monitor calls and voicemails for the Assistant Vice Dean
• Manage time and attendance for the Assistant Vice Dean
• Answer admissions inquiries via email, phone, and walk-ins.
• Download electronic applications, scan all mail, file and create the application file within the OnBase document management system.
• Update applicant information regarding official copies of transcripts, translation/evaluation of foreign transcripts, recommendation letters, and official test scores (MCAT, GRE, TOEFL, GMAT, DAT, IELTS).
• Assist Admissions & Enrollment Specialists in processing applications, organizing and scheduling interviews.
• Assist in the review, completion, and verification of applications to assigned program (s).
• Participate in open house events.
• Assist with quality control of admissions documents and applications to meet program admissions requirements and maintain institutional compliance standards
• Verify application data in SIS. This must be done daily and is a priority task.
• Assist in the verification of incoming student compliance requirements.
• Assist with ordering office supplies, create requisition orders, pay invoices, and reconcile credit card statements and transactions.
• Make travel arrangements and prepare travel vouchers for the department.
• Assist the Graduate Recruiter Specialist with preparation for recruitment activities and initiatives.
• Other duties as assigned.

Prior experience of secretarial/administrative support; preferably in higher education.

Self-motivated; able to distinguish priorities; effective interpersonal communication skills; strong organizational skills, including record keeping; detail oriented. Ongoing and delegated responsibilities are to be accomplished in an efficient and timely manner.