Admissions & Student Services Coordinator

California College of the Arts

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As an active team member of Admissions team and the one-stop Student Service team, the Admissions & Student Services Coordinator supports students who need services provided by the following offices: Financial Aid, Student Records, Student Accounts, International Programs, Undergraduate Advising and Planning, Housing, and Dining and Residential Education and Admissions to answer student questions and serve students in-person and virtually through email, text and phone. This position is the first point of contact for our students seeking assistance at our Student Services front office.

Additionally, the Admissions & Student Services Coordinator will serve as administrative support for admissions hosted events, admissions tours, and as an office manager for the Admissions/Student Services in-person office.


Student Services Administration Support - 40%

  • Based on office procedures and processes, provides students support in answering questions and/or directing to the appropriate Student Services Offices (Admissions, Financial Aid, Student Records, Student Accounts, International Programs, Undergraduate Advising and Planning, Housing, and Dining and Residential Education) to answer baseline student questions and concerns.

  • Receives and processes student inquiries through a previously organized process and critically thinks through the various offices that would be involved in resolving a students’ questions and concerns.

  • Assists in working through student questions related to Financial Aid & Student Accounts after receiving specific training in these areas.

  • Meets and responds to students’ questions in person and/or on virtual platforms like Zoom, text, and email and escalates student questions to specialists in other offices as needed.

  • Greets and provides excellent customer service to students, faculty, and other departments and colleges on campus, drawing on broad knowledge and interpretation of departmental and college policies, procedures, and practices

  • Answer phone calls and walk-in inquiries from faculty, staff and students with professionalism and mutual respect.

  • Provide information to students about procedures on various matters, such as change of grade forms, overload, class drop and add forms, etc.

  • Schedule and arrange detailed and complex meetings and events for the Department; prepare routine correspondence; attend meetings and record meeting minutes.

  • Trains with various offices to keep up to date with policy and changes.

  • Provides administrative support to team members during vacation or busy periods.

  • Develops and manages special projects or events as assigned.

Admissions Events and Tour Administrative Support - 25%

  • Coordinates administrative functions for Graduate & Undergraduate Admissions events (invitations, room and equipment reservations, catering services, facility requirements, preparing and shipping of materials for off-site events, etc.)

  • Liaison for Admissions with various CCA offices that services during planning and execution of events and tours, including Catering, Business Office, Room Reservation, and others.

  • Project manages Admission Tours, including being present onsite during tours, calendaring and working with event systems (including Teamwork Desk and VisitDays) to process tours.

  • Prepares all Admissions in-house collateral material and maintains inventory of all Admission material.

Financial Aid Support - 25%

  • Receives specialized training in Financial Aid practices and policies to provide baseline support to prospective, admitted and current students for Financial Aid questions.

  • Manages private scholarship in Wagtail/Portal and manages advertisement of information to current and prospective students.

  • Supports for document tracking and quality assurance of incoming documentation for completion and accuracy.

  • Acts as a bridge between students and the Financial Aid Office to problem solve issues and address student concerns.

Office Management - 10%

  • Orders office supplies as requested and manages invoices and purchase orders in a timely manner. Works with the CCA Business Office to process invoices and payments.

  • During Admissions recruitment cycle, coordinates with FedEx to pack and ship materials for offside visits and events.

  • Keeps the Admissions/Student Services office in clean, working condition.

  • Additional duties as assigned.

  • Bachelor’s degree preferred

  • Prior experience (6 months) working in an administrator role

  • Prior knowledge of higher education structure

  • Willingness to learn and interest in growing within higher education is a plus!

  • Computer proficiency required.

  • Must demonstrate attention to detail, working with a high degree of accuracy, strong organizational skills, strong record keeping skills, and the ability to articulate and disseminate complex information to multiple audiences.

  • Strong customer service and interpersonal skills required.

  • Excellent oral and written communication skills required.

  • The ability to multi-task with a high level of efficiency and adjust to varying assignments and workloads is a plus.

  • Demonstrated ability to work independently and self-initiate general responsibilities, but also work in a team environment.

How to Apply
Posted on March 6