Operations and Records Assistant II

Bentley University
Published
February 12, 2020
Location
Waltham, MA
Job Type
 

Description

Bentley University

Bentley Campus

Job Description Summary
The Operations and Records Specialist II is responsible for processing graduate school applications and supplemental materials in the Admission CRM. This function has a direct impact on the institution achieving its enrollment goals.

Job Description
Essential Duties

  • Assigned a portfolio of graduate programs the Operations and Records Specialist II verifies submitted applications and facilitates collection of required materials and routing through decision processes in accordance with application deadlines and internal processing activities; scan and load admission credentials.
  • The application cycle from submission through enrollment also includes the collection and processing of I-20 documents for international students requiring a student visa. Collaborate with admission officer(s) for assigned programs to ensure applications are moving through planned processes and receiving timely outreach and assistance. Process assigned records, including email inbox and application bins, in a timely manner.
  • Create and maintain constituent records in the CRM, including but not limited to: inquiries, applicants, volunteers, organizations, and other contacts. Ensure accuracy and completeness of constituent data in accordance with office policies and procedures. Use discretion in managing and securing confidential student data.
  • Must be able to prioritize work load while maintaining accuracy with attention to detail in spite of interruptions, meet shifting deadlines with flexibility, and work as part of a team during peak times. Work closely with other departments as needed, i.e., Registrar, Financial Services, Graduate Student Academic Services.
  • Develop an understanding of programs, prerequisites, admission criteria, and related trends; demonstrate and reflect an understanding of and commitment to Bentley's mission and core values.
  • Assist with standard activities such as end-of-term consolidation and system testing; perform other duties and special projects as assigned to meet changing business needs.

Other Duties

  • Assist with first-response processes for phone calls, general emails and walk-ins to ensure high-level customer service is provided in all interactions.
  • Assist with special programs and events for prospective and/or admitted students.

Minimum Qualifications

  • High School diploma and 2+ years of related experience.
  • Proficiency with Microsoft Office suite
  • Exceptional customer service skills
  • Strong oral and written communication skills
  • Proficiency and accuracy in data entry
  • Good organizational skills
  • Ability to work independently in a fast-paced environment
  • Must maintain confidentiality of sensitive data

Work Environment

  • This position may need to work overtime in peak application periods. Flex time may be available as needed to staff for occasional evening and weekend activities.
  • This position requires sitting for long periods of time in front of a computer. Additionally this position may be required to walk to other departments across campus to drop off or pick up application materials.

Job Summary

The Operations and Records Specialist II is responsible for processing graduate school applications and supplemental materials in the Admission CRM. This function has a direct impact on the institution achieving its enrollment goals.

Essential Duties

  • Assigned a portfolio of graduate programs the Operations and Records Specialist II verifies submitted applications and facilitates collection of required materials and routing through decision processes in accordance with application deadlines and internal processing activities; scan and load admission credentials.
  • The application cycle from submission through enrollment also includes the collection and processing of I-20 documents for international students requiring a student visa. Collaborate with admission officer(s) for assigned programs to ensure applications are moving through planned processes and receiving timely outreach and assistance. Process assigned records, including email inbox and application bins, in a timely manner.
  • Create and maintain constituent records in the CRM, including but not limited to: inquiries, applicants, volunteers, organizations, and other contacts. Ensure accuracy and completeness of constituent data in accordance with office policies and procedures. Use discretion in managing and securing confidential student data.
  • Must be able to prioritize work load while maintaining accuracy with attention to detail in spite of interruptions, meet shifting deadlines with flexibility, and work as part of a team during peak times. Work closely with other departments as needed, i.e., Registrar, Financial Services, Graduate Student Academic Services.
  • Develop an understanding of programs, prerequisites, admission criteria, and related trends; demonstrate and reflect an understanding of and commitment to Bentley's mission and core values.
  • Assist with standard activities such as end-of-term consolidation and system testing; perform other duties and special projects as assigned to meet changing business needs.

Other Duties

  • Assist with first-response processes for phone calls, general emails and walk-ins to ensure high-level customer service is provided in all interactions.
  • Assist with special programs and events for prospective and/or admitted students.

Minimum Qualifications

  • High School diploma and 2+ years of related experience.
  • Proficiency with Microsoft Office suite
  • Exceptional customer service skills
  • Strong oral and written communication skills
  • Proficiency and accuracy in data entry
  • Good organizational skills
  • Ability to work independently in a fast-paced environment
  • Must maintain confidentiality of sensitive data

Work Environment

  • This position may need to work overtime in peak application periods. Flex time may be available as needed to staff for occasional evening and weekend activities.
  • This position requires sitting for long periods of time in front of a computer. Additionally this position may be required to walk to other departments across campus to drop off or pick up application materials.

Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.

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