Executive Assistant to the Director of Admissions

Executive Assistant to the Director of Admissions
Director of Admissions
GOSSE, Full-Time (40 hours/week) – Level III
August 16, 2022


Employees in this position, performing the full range of secretarial duties, provide clerical support, and coordinate office activities for non-clerical supervisors. They participate in and supervise the performance of a variety of clerical tasks, perform secretarial tasks, and participate in management support activities through application of a body of knowledge related to instructions (procedures, practices, manuals or other specified instructions), guidelines (policies, rules, regulations or laws), and office equipment. Duties performed by this position include:

  1. Provide clerical support to the Director of Admissions and the Admissions Department.
  2. Assist in supervision of work-study students and student ambassadors.
  3. Enter data into the student information system and other relevant software systems to track prospective, admitted, and registered students.
  4. Process admission applications, high school transcripts, GED transcripts, and standardized placement test scores.
  5. Communicates with students regarding admission processes and general inquiries through a variety of methods (phone, text, email, letter, and in-person.)
  6. Assist with college functions related to the department (e.g. St. Joseph County College Fair, New Student Orientations, campus visits, and off-campus presentations and events.)
  7. Handle incoming mail, email, phone calls, texts, and appointment arrangements for the Admissions Department.
  8. Arrange on-campus recruitment visits for transfer colleges and universities.
  9. Assist with the display and inventory of college promotional literature, pertaining to admissions, in the student services area of the college and at other on-campus locations.
  10. Assist the Admissions Office in the preparation and distribution of College promotional materials for on-campus activities or off-campus locations and events.
  11. Assist the Director of Admissions in obtaining school rosters for prospective students. Create mailing lists for recruiting purposes.
  12. Serve as back up clerical support for the Registration and Records Office as needed.
  13. Order office, copier, and student ID supplies for the Student Services Division.
  14. Provide front line customer service for the Student Services Division.
  15. Other duties within the scope of this position as assigned by their supervisor.


As assigned.


  • Associate Degree in related field or sufficient progress towards degree to be able to complete within a year.
  • Demonstrate keyboarding ability.
  • Skilled in Microsoft Office Suite.
  • A comprehensive command of grammatical structure, sentence structure, spelling, punctuation, and the ability to compose, in good form, various correspondences.
  • Knowledge and skill in operation of computer and other standard office machines and equipment.
  • Attention to detail essential.
  • Strong interpersonal communication skills.


  • One (1) year experience in secretarial position.
  • Bi-lingual with ability to speak English and Spanish.
  • Proficient in Ellucian Colleague.

To apply: Send cover letter, resume, and three professional references to the Human Resources Department at hr@glenoaks.edu or attach to our online application. Position will remain posted until August 30, 2022 or until filled.

Glen Oaks Community College is an Affirmative Action/Equal Opportunity, Title IX, Section 504 Employer. This organization participates in E-verify. For more information, please visit the DHS E-verify site.