Admissions Assistant | ASHS Office of Admission and Scholarships

Summary of Work Activities and Responsibilities:

The Admissions Assistant provides frontline, administrative, and logistical support in the day-to-day operations of the OAS.

Main Duties and Responsibilities:

• Serves as the receptionist and attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone) and coordinates the flow of information internally and with other offices concerned
• Assists in the review and processing of applications submitted through the online admission system
• Verifies admission fee payments and uploads the required reports
• Checks the completeness and accuracy of submitted documents
• Assists in the administration of examinations by gathering, organizing, and distributing exam materials in coordination with the Testing and Research Office
• Ensures that test materials are sufficient for the number of examinees and are properly procured from both internal and external suppliers
• Assists in the release of admission results by following up on accepted applicants’ confirmation of intent to enroll
• Arranges admission interviews by scheduling and assigning faculty interviewers
• Handles coordination and logistical support requirements for meetings, scholars’ activities, or interviews organized by the Office
• Prepares materials, reserves venues, orders food, and coordinates arrangements for guests of the Office (e.g., parking slots, entry, egress, etc.)

• Maintains organized records, filing systems, and documentation for admissions and office operations
• Enters and updates application information in the admissions system and other databases as required by the OAS and other internal stakeholders
• Ensures that office supplies and resources are replenished, properly stored, and in good working condition
• Monitors the inventory of office supplies and resources regularly
• Orders and purchases office supplies/equipment as needed
• Assists in the preparation of cash advance requests for scholarship and Office-related expenses by gathering the necessary documentation
• Prepares and consolidates liquidation reports for OAS expenses for budget tracking

III. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative

Knowledge, Skills, and Abilities:

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, budget and expenses, etc.
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas
• Service Orientation: Proactively seeks out opportunities to assist others and address their needs
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate time
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

Education and Experience Requirements:

• With a Bachelor’s degree in Psychology, Education, or related field
• At least one (1) year of relevant clerical work experience