The Office of Admission at Wesleyan University advances the University's mission by recruiting and enrolling a diverse and academically talented student body. Through thoughtful outreach, clear and inclusive communication, and careful stewardship of applicant information, the Admission team partners with students, families, faculty, and campus colleagues to guide prospective students through the admission process and to support access, equity, and student success.
Reporting to the Manager of Enrollment Operations, the Administrative Assistant is responsible for providing administrative support for the Admission Office. The role includes detailed data and systems work, high-volume written communication, and administrative coordination, with peak workloads during key points in the admission cycle.
Responsibilities include, but are not limited to:
Applicant Data & Systems Support
Slate CRM data loads, updates, and data integrity checks.
Applicant account management and application completion tracking.
Uploads and entry of prospect and inquirer data.
Records consolidation.
School names and CEEB updates.
Quarter and mid-year grades.
School visit data, counselor contact information.
ACT and SAT score reports and any additional score reports required of applicants.
Importing and coding student attendee data for on and off-campus programs.
Administer application fee waiver requests.
Produce and maintain statistics reports related to the movement of applicants through the cycle for regular sharing with invested constituents.
Email Management
Answer prospective and applicant email replies effectively while managing high message volume in a timely fashion.
Provide email management support for additional accounts.
Holiday email coverage.
Communicate application status with applicants, matriculants, and school officials.
Communications, Inventory & Vendor Support
Inventory all publications.
Liaise with our preferred communications vendor.
Monitor the Admission website for accuracy.
Facilitate regular updates to the Communications Team.
Office Operations and Administrative Support
Provide routine administrative and operational support to ensure continuity of operations, as assigned, during the absence of the Manager of Enrollment Operations.
Serve as backup support for the front desk and phone coverage team.
Cross-train and provide vacation coverage for Operations Team colleagues.
Order office supplies including nametags, paper, hospitality items and more.
Reconcile P-Card transactions in Workday.
Process incoming/outgoing mail.
Oversee routine copier maintenance coordination and storage room supply ordering.
Attend weekly Operations Team Meetings and provide notes.
Execute office open and close procedures.
Seasonal projects and divisional backup support as needed.
Recruitment & Program Support
Support deans during recruitment and yield seasons.
Reconcile expenses and assist with travel booking and visit scheduling.
Provide programmatic support for Transfer Admission (March to July), Freeman Scholars and other assigned programs.
Support deans on special admission-related initiatives.
Some evening and weekend work is required during peak period.
Perform other similar and related duties as assigned.
The position is in the Secretarial/Clerical bargaining unit and works 35 hours per week for 52 weeks per year.
Minimum Qualifications
Associate's degree and two years of relevant administrative or an equivalent combination of education, training and experience.
Effective communication skills, with the ability to convey information clearly, professionally, and accurately through appropriate methods.
Proficiency with Microsoft Office Suite.
Experience working with database management or information systems, including producing reports.
Demonstrated ability to maintain accurate records and handle confidential information with discretion when working in database or CRM systems.
Demonstrated functional and technical skills relevant to administrative and systems based work.
Strong time management and organizational skills.
Demonstrated ability to plan, organize, and prioritize work when facing competing deadlines.
Ability to coordinate priorities, work independently, and manage multiple tasks with attention to detail.
Ability to interact professionally and respectfully with a wide range of individuals and with a focus on customer service.
Ability to work collaboratively and contribute effectively as part of a team.
Preferred Qualifications
Experience using Technolutions Slate CRM.
Experience managing high-volume data entry or record updates in a deadline-driven environment.
Experience communicating with individuals from diverse linguistic and cultural backgrounds.
Demonstrated flexibility and adaptability in a changing or fast-paced environment.
Willingness to learn and engage with new technologies, including AI-supported tools, in the workplace.
Goal and results-oriented approach to work.
Position is open until filled. For full consideration please apply by March 26th when first review of applications will begin.
Compensation: $26.54-$31.51/hr
Work Location: On Campus
All offers to external applicants are contingent on the candidate's completion of a pre-employment background check screening (https://www.wesleyan.edu/hr/pdfs/Wesleyan%20University%20Background%20Check%20Policy_.pdf) to the satisfaction of Wesleyan University.
Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.
Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University's Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html .
Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html
Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.
Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html .
We welcome your interest in Wesleyan's diverse, energetic community of employees who, by their creativity, innovative thinking, and generosity of spirit, help make Wesleyan a great place to work.
In this open-minded and inclusive environment, our faculty and staff foster a liberal arts experience characterized by boldness, rigor, and practical idealism.
Working at Wesleyan (https://www.wesleyan.edu/hr/careers/index.html)
Benefits
FAQs (https://www.wesleyan.edu/hr/careers/faq.html)
Internal applicants
If you are currently employed at WES, you must apply for positions through Job Hubs in your Workday (http://workday.wesleyan.edu/) portal. There you will find an abbreviated application form making this process much easier for you!
