MITAGS EAST has an opening in the Academic Department.

SUMMARY STATEMENT:

Academic Services Representative

The Academic Services Representative is responsible for providing administrative support to the institution in the daily operations and coordination of admissions, registrations, courses, classrooms, and materials. Independent judgment is required to plan, prioritize, and organize diversified workload.

SUPERVISION OF DUTIES:

Student Services Manager.

MAJOR DUTIES AND REPONSIBILITIES:

The duties and responsibilities include, but are not limited to the following:

Serves as a member of the Academic Admissions Team with responsibility for the overall admissions processes to assist in achieving enrollment goals and efficiencies.
Applies the admissions process from point of inquiry through enrollment. Receives and reviews all applications. Interfaces with Plans Office to verify student eligibility and makes sure all pertinent information is obtained. Generates and distributes student confirmations and class lists. Notifies instructors of changes and no-shows.
Under direct supervision, processes request for travel and coordinates / books travel for a particular group of students. Tracks and documents expenses.
Responsible for coordinating all phases of the admissions process including advising potential candidates, companies and organizations of Admissions Procedures as outlined in the Academic Division Operations Manual; including application processing, student confirmation, forwarding of class materials, hotel and travel arrangements when required.
Provides academic administrative support to instructors, staff and Directors; including administrative assistant duties to meet workload demands, such as typing, word processing, data entry, filing and copying.
Advises attendees of admissions requirements, Trust Guidelines, financial aid and hotel information. Critically reviews admissions applications, evaluates credentials, accepts or declines attendee, enters information in to MIDS (database). Distributes student confirmations and acceptance packages containing school information and any course materials needed prior to arrival. Acts as customer service representative to students.
Responsible for preparing, copying, printing course guides, manuals and materials for use in classes. Orders school and office supplies on a regular basis to maintain adequate inventories.
Prepares classrooms and student areas for daily classes. Prepares student break area for daily activity. Works with instructors to determine classroom set up and needs and processes accordingly. Ensures supplies are maintained and on hand as needed.
Responsible for end of course documentation, including scanning critiques, maintaining course folders are complete and necessary paperwork is properly filed according to appropriate requirements.
Continually evaluates and adjusts participant lists in order to maintain optimal capacity enrollment of qualified students and be able to provide an up-to-date and viable wait-list.
Maintains and updates physical library for the school. Maintains general files for the school as directed.
Performs general front office administrative duties, including coordinating instructor travel, on-site meal coordination, answering and fielding telephone calls received at the main number and assisting with special projects as necessary.
Processes and codes invoices. Maintains petty cash and log. Processes deposits and associated paperwork to accounting.
Drafts written responses or replies by phone or e-mail when necessary. Responds to requests for information. Sorts and distributes mail.
Provides pertinent information to prospective students on courses, prices, and schedules.
Works independently and within a team on special nonrecurring and ongoing projects as directed.
Other duties as assigned.

DESIRED QUALIFICATIONS:

Bachelor’s degree in educational administration or a related area or equivalent experience.
1 years of direct experience or 3 years in a related area.
Previous experience in academic institution or setting strongly preferred; admissions or registrar experience desired.
Demonstrated sound judgment and decision-making skills; initiative and ability to perform tasks and projects with minimum or no guidance required.
Strong interpersonal and communication skills required. Strong verbal and writing skills required.
Demonstrated ability to work effectively with staff and clients at all levels required.
Strong basic computer skills, and comfort with standard programs, such as Excel, PowerPoint & Word.
A proven record in working successfully with diverse populations
A positive attitude and ability to plan and adapt to change
Ability to collaborate effectively with other departments and cross-functional teams
Strong interpersonal, oral and written communication skills
Knowledge of Maritime Industry a plus.
Knowledge of Veterans Benefits Programs a plus.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear.
The employee frequently is required to walk; sit; use hands to finger, handle, or feel; and reach with hands and arms.
The employee is occasionally required to stand; stoop, kneel.
The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 125 pounds.

Work Environment

Standard office/classroom setting. Duties may require occasional travel to off-site locations.

This description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

Major duties and responsibilities are in accordance with the current position description. Benefits if applicable remain per the current MM&P Collective Bargaining Agreement.

Please submit cover letter and resume to [email protected]

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