Admissions Front Desk Representative
Admissions Front Desk Representative
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Job Description
Current Employees: If you are currently employed at any of the Universities of Wisconsin log in to Workday to apply through the internal application process.
Job Category:
University StaffEmployment Type:
Temporary (Fixed Term)Job Profile:
Administrative Assistant IJob Duties:
Come join our team in the Office of Admissions and Recruitment within the Division of Enrollment Management at UW-Madison! We are admissions professionals dedicated to recruiting admitting and enrolling the next generation of UW-Madison undergraduates.
Under general supervision of the Front Line Services Manager the incumbent is responsible for providing customer service to constituents through a variety of methods including: walk-in customers telephone inquiries email and other on-line interactions. This position will be one of the primary team members at the Front Desk. This staff member will be responsible for providing accurate information regarding admission expectations application timelines decision notifications transfer credit evaluation process and the University of Wisconsin-Madison in addition this position will perform administrative functions in support of freshman transfer and re-entry admissions. Lastly this role will also support the Operations team with certain duties depending on time of year staffing needs and volume of work.
This temporary role will last approximately 6 months and may be extended based on need and/or funding. The expectation is that the TE (Temporary Employee) will work at least 20 hours per week but preferably 24-29 hours per week; with 29 hours being the maximum weekly hours allowed. Hours worked must fall within the business hours of 8:00am 4:30pm CT. Ideally work should be scheduled in shifts no shorter than 4-hour increments.
Tasks for this position include:
- Provide exceptional customer service to in-person email and telephone inquiries
- Work with OAR full time staff and student staff to answer all inquiries in an accurate timely and professional manner
- Escalate questions to appropriate team members as necessary.
- Front desk questions/tasks may include: answering questions about UW-Madison Admissions accepting & providing receipt for documents providing direction to other on-campus locations providing resources for self-guided campus tours
- Escalate questions to appropriate team members as necessary
- Answer emailed questions through the office customer relationship management system
- Work in call center and manage incoming questions over the phone
- Operations duties as assigned including but not limited to: manual data entry material matching and audit review
Key Job Responsibilities:
- 5%--Demonstrates commitment and adherence to the Universitys mission and the Wisconsin Idea. Participation in related learning activities are mandatory
- 75%--Serves as first point of contact for individuals and groups providing basic organizational information via phone in person and through other communication mediums routing more complex inquiries to the appropriate entities
- 5%--Tracks stocks orders and inventories office supplies to ensure adequate materials are available for workplace operation
- 15%--Sends receives copies and distributes communications to the appropriate entities according to established policies and procedures
- 0%--Schedules logistics and secures resources for meetings conferences travel and work unit operations
Department:
Division of Enrollment Management Office of Admissions and Recruitment (OAR)
Compensation:
$20 per hour minimum
Required Qualifications:
- Ability to work in-person at the front desk representing the Office of Admissions to the general public during standard business hours
- Ability to acquire an in-depth working knowledge of software programs (for example: SIS Integrated Student Information System Image-Now printing and workflow software Internet applications call center/VOIP tools and on-line help tools such as Adobe Captivate)
- Ability to learn and adapt to a variety of office software
- Ability to excel in a high-paced environment where over 65000 applications are processed
- Ability to understand and comply with the processes and corresponding responsibilities dates and deadlines of all admissions units
- Candidate should be able to work at least 24 hours per week and no more than 29 hours per week (all hours are in-office between 8:15am - 4:30pm)
- Ability to retain and manage details pertaining to complex processes
- Ability to learn how to manage all front desk tasks which may include but is not limited to answering incoming questions providing information for on-campus resources receiving documents and elevating questions as appropriate to other OAR staff
- Excellent problem-solving skills to determine when questions should be elevated to a higher level
- Ability to work effectively both as a team member and independently
- Ability to manage large amounts of repetitive data entry work with accuracy under time constraints
- Excellent organizational interpersonal skills and customer service skills
- Outstanding oral and written communication skills
- Ability to understand and comply with the Family Educational Rights and Privacy Act (FERPA)
Education:
Bachelors degree preferred
How to Apply:
To apply for this position click on the Apply Now button to start the application process. Applicants will be asked to upload a resume and cover letter outlining knowledge skills abilities and experience in or transferable to the listed required qualifications. If selected for a finalist interview applicants are required to supply 3 references including a current or most recent supervisor. No references will be contacted without advance notice. PDF documents preferred but not required.
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States a lawful permanent resident a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment and must be able to sustain eligibility without sponsorship throughout the duration of their employment.
The Division is comprised of a dedicated team of over 400 employees and includes the Office of Admissions and Recruitment the Office of Student Financial Aid the Student Success Through Applied Research (SSTAR) Lab and the Office of the Registrar. DEM invests in the professional growth of their team members and is committed to the highest standard of service for students colleagues visitors and other stakeholders. Team members will serve as role models by practicing exemplary and respectful behaviors in all of our interactions.
Contact Information:
Relay Access (WTRS): 7-1-1. See Relay Service
Institutional Statement on Diversity:
Diversity is a source of strength creativity and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity culture background experience status abilities and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching research outreach and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students faculty and staff serve Wisconsin and the world.
For more information on diversity and inclusion on campus please visit:Diversity and Inclusion
The University of Wisconsin-Madison is an Equal OpportunityEmployer.
Qualified applicants will receive consideration for employment without regard to including but not limited to race color religion sex sexual orientation national origin age pregnancy disability or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgroundsand encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings click here.
To request a disability or pregnancy-related accommodationfor any step in the hiring process (e.g. application interview pre-employment testing etc.) please contact the Divisional Disability Representative (DDR)in the division you are applying make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct including sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies crime statistics for the previous 3 calendar years and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.
Required Experience:
Unclear Seniority
Employment Type
Part-Time
