Asheville Administrative Assistant

Department: Academic Affairs
Reports To: Dean and Director, Center for Graduate Studies of Asheville
Wage Class: Part-time

General Description

The Asheville Administrative Assistant provides administrative support to the faculty, staff, students and guests of Lenoir-Rhyne University’s Center for Graduate Studies of Asheville. The position manages requests, booking and customer service for room rentals, and supports center faculty and staff with event planning. In addition, the position provides general support to the Graduate School staff, including but not limited to aiding in the coordination of communications, admissions and recruitment, and other activities during afternoon and evening hours. Finally, the position aids in the coordination of the Asheville Center’s non-degree continuing education programs, such as the Lenoir-Rhyne Equity & Diversity Institute (LREDI). The position is a member of the Asheville Graduate Center’s front office team, and the person is expected to be friendly, helpful, well-spoken, and knowledgeable of LR graduate programs.

Description of Duties and Tasks

The successful applicant for this position will support the ongoing work of the Asheville Center for Graduate Studies faculty and staff through the following:

Center Administration and Room Rental Coordination

  1. Greet visitors, answer and screen telephone calls.
  2. Respond to requests for information and provide assistance to Center faculty, staff, administration, and students. Disseminate information about the Center over the phone, in person and via email.
  3. Manage calendar of events and schedule room rentals for organizations that hold meetings in the Center’s classrooms and/or boardroom.
  4. Manage billing, invoicing and collecting room rental fees, and generate reports and surveys to evaluate room rental success.
  5. Develop and update operations procedures related to room rentals.
  6. Provide general support to the faculty and office staff including but not limited to processing mail, faxes, filing, customer contact situations.
  7. Maintain Center databases and mailing lists for relationship management with Center stakeholders.
  8. Assist in maintaining and promoting the monthly and daily calendars for classes, special events, and meetings.
  9. Assist in preparations (facility, food, printed materials, etc.) for Center meetings.
  10. Create room assignments for graduate class schedule each semester.
  11. Complete and track check requests for Asheville Center bills and invoices.
  12. Order office supplies, business cards, and other printed materials as needed.

Continuing Education Program Administration

  1. Track registrations, payments, participation, and completion of all continuing education courses, including those associated with the Lenoir-Rhyne Equity & Diversity Institute (LREDI),
  2. Generate invoices and deposit checks; manage user accounts and rosters; generate and send certificates to graduates.
  3. Communicate recruitment and retention efforts via phone, email and text (using the Mongoose texting platform) with interested parties and current participants
  4. Assist with managing continuing education units (CEUs) that participants might earn through participation in a Lenoir-Rhyne continuing education program.
  5. Participate in monthly program review meetings and relevant marketing meetings and trainings as needed.

Admissions and Recruitment

  1. Effectively communicate and promote LR Center features and benefits to prospective students in person, via telephone and through electronic media, referring prospects to the appropriate LR office for further follow up and engage inquirers to take next action step.
  2. Maintain working knowledge of all Center programs and support the recruitment activities of all programs.
  3. While in the office, monitor the live support line for prospective/current students via Zoom streaming platform.
  4. Attend meetings of the Asheville Center team the Graduate School Enrollment team.
  5. Utilize the PowerCampus data platform to populate new student account letters for the upcoming academic term, then encrypt each letter with password protection to securely send the letters to students via Slate customer relationship management software.
  6. Monitor new leads captured through digital ad campaigns for graduate and continuing education programs.
  7. Manually create records in Slate for prospective students funneled from digital ad campaigns.
  8. Utilize the Mongoose texting platform to communicate with prospective and current students regarding information from the enrollment team.

Other

  1. Participate in Graduate School new student orientations, LREDI online and in-person events, graduations, faculty/staff meetings and other events related to the responsibilities of the role.
  2. Other duties as assigned by Dean and Director, Center for Graduate Studies of Asheville.

Education, Experience, Knowledge, Skills, Abilities and Other Requirements

Education: Bachelor’s degree required; Master’s degree preferred

Experience:

  • At least 2 years of progressively responsible experience in a professional office environment.
  • At least 2 years of customer service experience.
  • Experience with accounts payable and receivable, invoicing and collection.
  • General knowledge of A/V equipment and streaming software (Webex, Zoom)

Excellent knowledge, skills and abilities in:

  • Microsoft Office applications, including word processing, database/spreadsheet software, and Microsoft Outlook and its calendar features
  • Verbal and written communication
  • Promotional and outreach capabilities
  • Ability to create reports and analyze the results for effectiveness and growth opportunities
  • Office management, practices, procedures, systems, equipment and organization
  • Multi-tasking and follow-up capabilities
  • Professional and flexible telephone and email communications
  • Superior customer service
  • Internet navigation and research
  • Other requirements:
  • Proactive attitude
  • Sense of humor
  • Efficient work habits and superior attention to detail
  • Proven ability to handle multiple tasks, priorities and deadlines
  • Ability to work independently in a small office environment, solve problems and make decisions with minimal supervision

Hours/Days per Week/Proposed Start Date

  • 20 hours per week
  • Monday-Thursday, 1-6 p.m.
  • Proposed start date: October 25, 2021
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