Scheduled Hours

37.5

Position Summary

This position is responsible for entry, proofing, and coding of data stored in the graduate admissions prospect and applicant database. It will help to maintain and expedite the application flows that have been developed by the admissions personnel of the Graduate Business Programs office.

Job Description

Primary Duties & Responsibilities

Administration/Operations

• Codes, enters, and maintains data in the graduate prospect and applicant database system. Responsible for application assembly process and ensures that all parts of an application have been submitted in accordance with prescribed procedures to ensure validity and confidentiality of official documents.
• Responsible for generation, tracking, and interdepartmental coordination of US visa paperwork required for international students’ entry into the United States and matriculation at Olin.
• Coordinates the activities of college work-study, graduate assistants, and temporary workers as needed during the busier times of the application cycle.
• Maintains and updates a procedure manual for the position.

Communications

• Answers phone and email queries from domestic and international applicants inquiring about the status of their applications, visa process, and general program information.
• Edits letters, announcements, email messages and other relevant communications to prospective, admitted and enrolled students and other stakeholders.
• Coordinates with employees in mail services area and outside agencies concerning mailings and applications. Maintains a mailing schedule to applicants and for traveling admissions personnel when applicable.

Clerical

• Maintains and tracks inventory of supplies and literature for use in the graduate Admissions office.
• Covers other staff positions during breaks and vacations (i.e. front desk).

Other duties as assigned.

Working Conditions

• Will generally be typical office work.
• The ability to maintain stock of printed materials, prepare mailings, and occasionally walk across campus for meetings is necessary.
• Weight likely to be ~50lbs or less.

Preferred Qualifications

• Associate or Bachelor’s degree preferred.
• Previous university work experience is desirable.
• Previous experience with Hobsons database systems or other database systems is beneficial.
• Demonstrated attention to detail and the ability to maintain accuracy of information with large volumes of work.
• Demonstrated interpersonal, verbal, and written communications skills.
• Ability to deal with diverse populations, including students, staff, faculty and external customers.
• Demonstrated ability to manage multiple projects simultaneously.
• Willingness and ability to learn Hobson’s or similar Database and Customer Relations Management systems.

Required Qualifications

• High School Diploma required.
• The ability to process a high volume of work with a high level of accuracy.
• The ability to handle details and work simultaneously on many projects at the same time. T
• he ability to meet deadlines and to work independently with minimum supervision.
• Strong interpersonal and communication skills – specifically the ability to write, speak, and generally communicate clearly with both internal and external parties.
• The ability to maintain the security of confidential information.
• Strong Clerical skills including accurate and fast word processing.

Grade

G05-H

Salary Range

$15.76 - $22.55 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

Applicant Instructions

When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two “Quick Apply” options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the “Quick Apply” page by clicking “Next” at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a LinkedIn feature, which allows you to apply by using your LinkedIn profile to populate some of the job application fields.