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The Senior Program Coordinator and Receptionist provides administrative operational support to the Miami Herbert Business School (MHBS) Graduate Admissions Office and acts as a liaison between prospective students, students, recruiters and the general admissions team. This position assists in the development, monitoring, and reporting of Admissions applications and is essential to creating a positive experience for prospective students.
The Sr. Program Coordinator and Receptionist reports to the Assistant Director, Admissions Operations and provides support for the overall graduate admissions team. The Sr. Program Coordinator works closely with university personnel to sustain school-wide growth and long-term operational excellence by building relationships with prospective students, assisting with recruitment efforts, and processing applications through all aspects of the admission process. The individual will proactively reach out to leads through calling campaigns and serves as the first point of contact for all prospective students who arrive in-person. The ideal individual will be able to engage and assist a diverse applicant pool and to work closely with faculty, administration, and prospective students with minimal supervision. To this aim, he/she must possess excellent communication, organizational, interpersonal, and public speaking skills. It is also important the Sr. Program Coordinator be courteous, professional and collaborative to work effectively as a member of the MHBS Admissions team.
CORE JOB FUNCTIONS
Actively calls marketing leads and guides prospective students to the correct recruiter for follow-up. Greets walk-in candidates in the reception area, provides information and funnels further requests to the correct team members when student ambassadors are not available. Answers main phone line providing superior customer service. Assists the admissions operations teams with application processing once other duties are complete, including processing documents, updating application statuses, and inputting data. Responds to various prospective student requests through telephone, email, and internet submissions for all programs. Monitors inventory for brochures, marketing materials and recruitment swag by maintaining supplies in departmental storage and replenishing when necessary. Adheres to University and unit-level policies and procedures and safeguards University assets.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.
CORE QUALIFICATIONS
Education:
High school diploma or equivalent
Experience:
Minimum 3 years of relevant experience
A relevant combination of experience and education may be considered.
Knowledge, Skills and Attitudes:
Skill in completing assignments accurately and with attention to detail.Ability to analyze, organize and prioritize work under pressure while meeting deadlines.Ability to process and handle confidential information with discretion.Ability to work evenings, nights, and weekends as necessary.Commitment to the University’s core values.Ability to work independently and/or in a collaborative environment.Proficiency in computer software (i.e. Microsoft Office).DEPARTMENT ADDENDUM
Department Specific Functions
Helps streamline admission processes by proposing new ideas and building new tools to better utilize BusinessCAS. Manages the entire student application process for graduate business students ensuring accuracy and timely completion. Manages relationships with prospective students including answering application questions, counseling on various visa options and processes, and trouble-shooting a myriad of complicated scenarios with regard to visas for students, significant others and other family members while adhering to FERPA. Manages data and document processing for applicants to the Graduate Business Program, ensuring data flows and matches in relevant database systems. Manages initial admitted student correspondence, and student matriculation, for all admitted MBA students with 100% accuracy. Tracks applications and communicates directly with applicants to encourage them to complete their application packages on time. Supports the Assistant Director and Executive Director of Graduate Business Programs in all operations functions, procedures, systems, priorities, and schedules to ensure meeting all application deadlines. Supports the Assistant Director and Executive Director of Graduate Business Programs in all data management and data reporting of student applications. Communicates with leads and applicants by phone, e-mail, and letter, and actions the necessary next steps in completing the application process. Coordinates verification of applicant information to ensure no fraudulent activities or misrepresentation. Reviews admitted students’ official transcripts for completeness and accuracy. Verifies data in Salesforce and CaneLink. Provides telephone, e-mail, walk-in visitors, and campus visit support as needed, including answering calls, responding and initiating e-mails to/from prospective students. Generates letters of Admission and Rejection, Fellowship letters, brochure enclosures, Statement of Financial Responsibility, and others as required. Aids and support for admissions related recruiting events. Assists in direct mail projects and prepares shipping materials for recruiting efforts. Updates 2nd floor department closet monitoring inventory for brochures, marketing materials and recruitment swag by maintaining supplies in departmental storage and replenishing when necessary. Completes various other projects and duties as assigned.
Department Specific Qualifications
Knowledge, Skills and Attitudes:
Experience in a fast-paced environment with strong attention to detail is required.Strong organizational skills and ability to handle competing demands.Excellent interpersonal and communication skills, both verbal and written.Good judgment and discretion in dealing with issues pertaining to confidentiality.Customer service excellence oriented.Demonstrated ability to learn and master new systems.Proficiency in Word, Excel, and PowerPoint required.Knowledge of SalesForce and PeopleSoft preferred.
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.
Job Status:
Full timeEmployee Type:
TemporaryPay Grade:
A6