Program Assistant 3 (Hybrid)

Program Assistant 3 (Hybrid)

Job Summary:

The Center for Talent Development provides enrichment and credit-bearing, accelerated summer, weekend, online, and service-learning and leadership programs for students PreK-Grade 12 using a talent development framework.

The Program Assistant 3 for Student Admissions, Advising and Assessment is the first contact for potential and admitted CTD students. This role acts as a resource to students and families as they move through the admissions process and register for courses and assessments. This role responds to general inquiries (phone, email, website content), processes and reviews applications and test registrations, makes admissions decisions based on standard protocol, and escalates applications to the admissions manager as needed. This position also participates in tracking of trend data, financial aid and refund requests, and outreach communications.

This position is hybrid with an anticipated three days on campus and two days remote.

Specific Responsibilities:

Documents & Databases

  • Based on knowledge of subject matter, professional field and/or topic, prepares and compiles correspondence. Independently responds to and composes correspondence. 
  • Creates and maintains complex spreadsheets and/or databases and reports.
  • Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
  • Determines format, elements, trends, etc.

Website

  • Maintains websites and/or blogs.
  • Creates new web pages and/or updates standard information/data within the application’s content management program.

Coordination

  • Manages supervisor's and/or dept calendar.
  • Manages registration and travel. 
  • Sets up and cancels appointments (assessment, consulting)
  • Organizes and coordinates events which may include creating timelines.
  • Collects agenda items and background materials.
  • Creates registrant profiles.
  • Coordinates complex itineraries involving domestic and/or international travel, etc. 
  • Prepares annual event, conference and/or meeting budget.
  • Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

  • Screens and prioritizes incoming calls.
  • Manages and facilitates confidential and/or critical information. 
  • Responds to inquiries and unanticipated and complex issues.
  • Provides basic interpretation of policies and procedures. 
  • Researches information to resolve problems or issues.

Student Services

  • Coordinates student recruitment and admissions process.
  • Reviews and prioritizes applications.
  • Tracks complete and incomplete applications; makes basic enrollment decisions.
  • Counsels families regarding alternatives for course requirements.
  • Recommends and implements administrative and procedural changes.
  • Provides a variety of administrative support for student services such as transcripts and program evaluation.
  • Reviews administrative processes and procedures regarding student services and recommends changes.

Supervision

  • Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.

Miscellaneous

  • Performs other duties as assigned.

Minimum Qualifications:

  • A high school diploma or equivalent required.
  • 4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

  • Intermediate Extensive knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

  • Experience with admissions processes and/or educational programs
  • Customer service experience.

Preferred Competencies: (Skills, knowledge, and abilities)

  • Excellent oral and written communication skills.

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