Operations Assistant

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply.   Position will remain open until filled.    

This position is not eligible for work visa sponsorship at this time.

The Operations Assistant works as a part of a team to ensure that admission related processes are completed in the most efficient and accurate manner
possible. This individual is responsible for providing administrative and clerical support for the Office of Admission, as well as interacting with prospective and current families, parents, faculty, and staff to accomplish the goals of the Office of Enrollment.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions

• Oversee the timely and accurate entry of student information into the admission Client Relationship Management System (Slate), including high school and college transcripts, test scores, letters of recommendations, essays, and other supporting admission documents.

• Responsible for maintaining and updating high school grading scales.

• Collaborate with admission staff to review transcripts and unweight GPAS, as needed

• Assist with identifying ways to streamline data entry and application processes in Slate.

• Ensure accurate, up-to-date documentation of departmental processes and consistent adherence to established procedures.

• Provide high-level customer service to students, campus community, and guests in-person, by telephone, email, text messaging and other media formats.

• Assist in maintaining accurate student records while preserving the confidentiality of student information unless sharing information is due to a legitimate educational interest pursuant to FERPA.

• Maintain compliance with all federal regulations and follow all Department of Homeland Security requirements when working with international student information and materials.

• Retrieve data files from various outside sources, review for accuracy, map the files appropriately, and enter information into Slate.

• Consolidate duplicate records to maintain data integrity within Slate.

• Interface with other departments to ensure proper flow of student information.

• Create a welcoming experience for Office of Admission guests by assisting with lobby coverage as needed.

• Support the Office of Admissions through various administrative tasks.

• Other miscellaneous assigned duties.

POSITION QUALIFICATIONS
Competency Statement(s)

• Accountability - Ability to accept responsibility and account for decisions and actions.

• Accuracy - Ability to perform work accurately and thoroughly.

• Adaptability - Ability to change in the workplace.

• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.

• Communication, Oral - Ability to communicate effectively with others using the spoken word.

• Communication, Written - Ability to communicate in writing clearly and concisely.

• Customer Oriented - Ability to take care of the customers’ needs while following company procedures

• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.

• Interpersonal - Ability to get along well with a variety of personalities and individuals.

• Organized - Possessing the trait of being organized or following a systematic method of performing a task.

• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.

SKILLS & ABILITIES
Education: High school diploma required, college degree preferred (or equivalent work experience).

Experience: Minimum of one year of related professional experience or related advanced education.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Communication: Ability to communicate effectively with others clearly and concisely

Computer Skills: Proficiency in Microsoft Office Suite, familiarity with database management, evidence of ability to learn new systems

 

Other Requirements, the successful candidate:

• Must be detail-oriented and able to manage multiple projects while keeping team members informed regarding progress.

• Must have a proven track record of meeting deadlines and assessing priorities, asking for guidance when needed.

PHYSICAL DEMANDS

Physical Demands

Lift/Carry

Stand

F (Frequently)

Walk

F (Frequently)

Sit

C (Constantly)

Handling / Fingering

C (Constantly)

Reach Outward

O (Occasionally)

Reach Above Shoulder

O (Occasionally)

Climb

O (Occasionally)

Crawl

O (Occasionally)

Squat or Kneel

O (Occasionally)

Bend

O (Occasionally)

Speak

F (Frequently)

10 lbs or less

O (Occasionally)

11-20 lbs

O (Occasionally)

21-50 lbs

O (Occasionally)

51-100 lbs

N (Not Applicable)

Over 100 lbs

N (Not Applicable)

Push/Pull

12 lbs or less

O (Occasionally)

13-25 lbs

O (Occasionally)

26-40 lbs

N (Not Applicable)

41-100 lbs

N (Not Applicable)

N (Not Applicable)

Activity is not applicable to this occupation.

O (Occasionally)

Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

WORK ENVIRONMENT

Normal office environment.

We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant, intellectual and creative lives for students and for ourselves.   Principles of collaboration, respect for each other, diversity, freedom of expression, accountability and service guide the daily decisions and interactions across campus.  

DePauw University, in affirmation of its commitment to excellence, endeavors to provide equal opportunity for all individuals in its hiring, promotion, compensation and admission procedures. Institutional decisions regarding hiring, promotion, compensation and admission will be based upon a person’s qualifications and/or performance without regard to race, color, creed, religion, national origin, sexual orientation, disability, age, gender, gender identity or gender expression, except where religion, gender, or national origin is a bona fide occupational qualification.

DePauw University’s goals and commitments are best served if the institution reflects the diversity of our society; hence, DePauw seeks diversity in all areas and levels of employment and abides by all local, state, and federal regulations concerning equal employment opportunities. The University admits, hires and promotes individuals upon their qualities and merits.

Employee Benefits Overview

There are many benefits offered to DePauw Employees.

For full time benefits eligible employees these benefits include medical, dental and vision insurance.  Basic Life insurance, Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University.  Full time employees may elect to purchase additional voluntary life insurance for themselves and their dependents. Additional voluntary benefits, Tuition Remission and Exchange, as well as Relocation Allowance are also employee benefits. See the Benefits Hub.

All employees may participate in the retirement savings plan, as well as employee discounts and access to University resources.  

At DePauw, we recognize that our employees need to balance work and home.  Please refer to University Policies for Vacation Time, Personal Time  (hourly) and Sick Time policies in the Employee Handbook for more information on these and other benefits.  When you need support, the Cigna Employee Assistance benefit is available to all employees and their households.

ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER, SUCH AS:

• Welch Fitness Center and wellness classes
• Indoor Tennis and Track Center
• University Libraries
• Peeler art galleries
• Green Center for the Performing Arts events and programs
• Ubben lecture series
• Free athletic events
• Bookstore and Starbucks (Greencastle) discounts
• Employee discounted meal plan
• Free parking
• Nature park, including walking and biking trails
• Personal duplicating and printing discounts

EEO is the law. Click here for more information.