Administrative Assistant- IL- Admissions

Summary

The Administrative Assistant provides front‑line reception and administrative support to the Office of Admissions, ensuring a welcoming environment and efficient daily operations. Reporting to the Associate Director of Admissions, this role manages reception coverage, phone and email communication, mail distribution, scheduling support, and CRM data entry. The Administrative Assistant assists with interview‑day logistics, visitor services, and departmental social media efforts, contributing to a positive and student‑centered admissions experience. The Administrative Assistant will provide support across reception, events, mail services, and overall office operations.

Essential Duties and Responsibilities

Front Desk, Customer Service and Communication

• Provide courteous and professional customer service to visitors, applicants, students, faculty, staff, and the general public.
• Serve as primary reception and telephone support, including high‑volume phone interactions with prospective students; route inquiries appropriately.
• Monitor and triage the General Admissions email inbox, ensuring timely, accurate communication.
• Support outgoing correspondence, confirmations, and general communication flow with prospective students and applicants.

Scheduling \& Event Support

• Assist with scheduling advising appointments, interview days, virtual and in‑person info sessions, and campus tour.
• Support interview‑day facilitation including check‑in, materials preparation, meal badge assignment, distribution and collection, room setup, and hospitality needs
• Place and track orders for office supplies and food inventory for interview days and events.

Administrative Operations \& Records Support

• Process and distribute office mail, packages, and admissions materials.
• Complete accurate data entry and maintain applicant information in Slate and internal systems.
• Support general filing, document preparation, and records organization.
• Manage snack ordering and inventory for daily office use and interview‑day needs.
• Process and track orders for office supplies, Admissions folders, flyers, and printed materials.
• Oversee the Admissions Hotspot, including inventory tracking, safeguarding, assignment, and return documentation.
• Assist with replenishing supplies and maintaining organized storage areas.

Social Media \& Marketing Support

• Assist with departmental social media tasks, including gathering content, posting updates, and supporting marketing efforts as assigned.
• Help assemble informational folders and materials for visitors, career fairs, and special events.

Other Duties

• Provide general administrative support to Admissions staff and complete other duties as assigned by the Director or Associate Director of Admissions.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Must be able to work in a constant state of alertness and in a safe manner and have regular, predictable, in‑person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and /or Experience

A high school diploma or GED and 1–2 years of administrative support experience are required, along with strong customer service skills. An associate degree, certificate program, or 3–5 years of related experience is preferred. Experience in higher education, admissions operations, or a professional office environment is also preferred. Strong customer service, clear written and verbal communication, and the ability to work effectively as part of a team are essential.

Must be able to demonstrate excellent written and verbal communication abilities, strong attention to detail, and a high degree of accuracy. The position requires reliability, the ability to multi‑task in a fast‑paced environment, and consistent professionalism when interacting with applicants, faculty, staff, and students. Evening or weekend work may occasionally be required during peak admissions periods.

Key Skills \& Abilities

* Customer Service \& Reception: Provides professional, courteous support across in‑person, phone, and email communications; effectively triages inquiries and maintains a welcoming front‑office environment.

* Organization \& Time Management: Manages multiple tasks, deadlines, and interruptions while maintaining accuracy and efficiency in a fast‑paced office setting.

* Administrative \& Technical Proficiency: Competent with Microsoft Office and able to learn systems such as Slate; performs accurate data entry, record handling, and document preparation.

* Inventory \& Resource Management: Effectively handles snack inventory, office supply orders, Admissions folders and printed materials, and oversees tracking, safeguarding, and assignment of the Admissions Wi\-Fi Hotspots.

* Communication: Demonstrates clear, professional written and verbal communication with applicants, faculty, staff, and campus partners

* DEI \& Accessibility: Supports an inclusive and welcoming environment through equitable, responsive, and respectful interactions.

* Professionalism \& Ethics: Maintains confidentiality, sound judgment, and compliance with institutional/departmental expectations and FERPA‑aligned standards.

Computer Skills

• Proficiency with MS Office (Word, Excel, Outlook, PowerPoint).
• Experience with admissions CRM systems preferred and strong attention to data accuracy.
• Comfortable learning new systems and following standardized data protocols.
• Familiarity with webinar platforms (Teams/Zoom) and basic email/SMS campaign tools.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand. The employee is regularly required to walk; reach with hands and arms. The employee is frequently required to sit, Use hands to finger, handle, or feel; talk and hear. The employee must frequently lift and /or move up to 10 pounds and regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not\-for\-profit organization that provides graduate and post\-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full\-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full\-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on\-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulation. Midwestern University complies with the Smoke\-Free Arizona Act (A.R.S. 36\-601\.01\) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.