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Career Opportunity

Administrative & Office Specialist II

DUTIES AND RESPONSIBILITIES

The Graduate Admissions Specialist will provide administrative support to Graduate Admissions through examining admissions documents and recording data to appropriate student records. A considerable amount of technical independent judgement within established policies and procedures must be applied in performing assigned duties.

Applicant Support:  Review and process applications for admission, prepare and maintain student files, and update the Graduate Program Coordinators as appropriate; provide timely and accurate correspondence to applicants including acceptance emails, letters, and other documents based upon internal communication strategies

Data Entry: Update student status as such decisions and supporting documents (reference letters, test scores, etc.); assist with calculations of GPS and acceptance evaluations.  Analyze transcripts to identify graduation dates, cumulative GPA, dates of attendance, determine credits attempted and points received, and ensure all colleges are properly identified

Customer Service: Assist in-person visitors, screen and answer telephone calls related to Graduate Admissions, redirecting inquiries to other departments or staff as necessary. Meet with and counsel prospective students and families regarding admissions application processing. Participate in workshops and/or seminars, on and off campus, to broaden skills and enhance application processing abilities, as assigned. 

REQUIRED QUALIFICATIONS

Considerable knowledge of and experience with office/administrative practices and procedures, to include keyboarding, automated office equipment, filing systems (manage automated and manual filing systems), and us of proper grammar, spelling, and punctuations. Ability to work calmly in a fast-paced and ambiguous environment while managing multiple projects. Strong working knowledge of a wide variety of office equipment (but not limited to) personal computer, printer, fax machine, copier.  Candidate must be able to work independently and with others to: communicate effectively, orally and in writing; and, to perform routine quantitative and narrative reporting.  Demonstrated skill in the use of Microsoft Suite of Products (Word, Excel (spreadsheet), PowerPoint, and Outlook) and database software.  Familiarity working with a CRM database.  High school graduate with college coursework in computer software and office management or equivalent combination of training, and experience.  Position will have some heavy lifting. 

HOW TO APPLY

Virginia State University only accepts applications for classified positions through the on-line state Recruitment Management System (RMS). Faxed, e-mailed, and mailed applications and/or attachments will not be accepted. Visit https://virginiajobs.peopleadmin.com to complete an online application. The selected candidate will be subject to an extensive and complete background check, which may include fingerprinting. The candidate may be required to complete a Statement of Economic Interest as a condition of employment, if applicable.

VIRGINIA STATE UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER.  WOMEN, MINORITIES, PERSONS WITH DISABILITIES, AND VETERANS ARE ENCOURAGED TO APPLY.

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