Admission Specialist – Receptionist and Application Support
Bates College - Lewiston, ME

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Job status
Full Time, Full Year

Date Opened

The Admission Specialist – Receptionist and Application Support position calls for a professional and reliable person who is responsible for daily customer service at the front desk. Exceptionally positive energy and oral and written communication skills along with talented and personal phone presence are a must. This person must display excellent organizational skills to enhance successful campus visits. An even tempered and kind person is best suited for this position. Regular attendance is essential. Personal presence and openness to all persons regardless of background is necessary. Some responsibilities include answering the phone, forwarding calls, booking interviews, overnights, and day hosting for prospective students, as well as entering information in the Banner database. Previous experience working with the public, databases, excellent people skills and knowledge of Bates College, the Lewiston area, and Maine are essential. Must be able to handle multiple tasks simultaneously in an efficient and courteous manner, must be flexible, and able to relate well with the public, the Admission staff and immediate supervisors.

This summary includes examples of duties and responsibilities, but is by no means a complete description of the position. Receptionist at front desk: (a) greets, welcomes and makes all visitors glad they came to Bates; (b) checks in visitors for tours, interviews, group sessions, day hosting and overnight programs, and many on-campus events/programs; (c) provides directions, meal tickets and helps with visitors’ many questions; (d) works closely with numerous student workers, tour guides, and host coordinators; (e) works with the 10-15 Senior Admission Fellows alongside Associate Deans; (f) assists in supervising the summer interns and coordinators.

Answers telephone in a professional, courteous manner and handles the phone call in an appropriate and expedient way: scheduling interviews, entering data for prospective students, or referring the call to a dean or proper department.

Data entry: (a) uses Banner to assign interviews and Hyperion to process interview sheets, emails the schedules to the office staff; (b) enters drop-in slips, school visit cards, cards from the mailboxes, and testing in Banner; (c) reviews interview evaluation completion in Garnet Gateway, and tracks down delinquent reports.

Application Processing Support: (a) slits mail; (b) provides customer service and telephone support for questions from applicants and other members of the public; (c) maintains scheduling for school calls, (d) reviews the travel itineraries against Google Calendar, (e) reviews the overnight and day hosting books, prints the appointments from Belfast for the books, and reviews the books with the student coordinators making sure there are hosts assigned for the visiting students coming for overnights.

Other: (a) works Saturday mornings during the fall; (b) works closely with supervisors of Students in Admission, Summer Interns, Admission Senior Fellows, and front desk workers in the selection, training, maintaining and supervising on a day-to-day basis; (c) maintains, cleans, and orders supplies for refreshment area; (d) keeps outside mailboxes, lounge, and reception area stocked with Bates material; (e) checks Office of Admission main phone line voicemail every morning and throughout the day.

General Office Duties: (a) represents the College in the most positive manner with all visitors and customers such as prospective students, parents, temporary workers, and colleagues over the phone and in-person; (b) handles confidential information with tact and discretion; (c) assists in the execution of special projects and events; (d) maintains a “team” atmosphere and performs any other job-related tasks assigned by supervisor(s); (e) works safely and in a manner that respects others and their safety.

Additional Duties: (a) provides support to the Coordinator of Visits and Special Events; (b) emergency coverage for the Office of Admission during inclement weather; (c) liaison to Campus Security.

Attends staff meetings and retreat.

Should be able to use hands freely for repetitious projects, may have to lift boxes up to 30 pounds and walk up and down stairs.

Bates College is committed to building and maintaining a workforce that accurately reflects the diversity of our student body, alumni network, and local community. We encourage individuals of diverse backgrounds to apply and are committed to hiring individuals who value a diverse and inclusive work environment.

Applicants should submit a resume and letter of interest as one .pdf via the link below. Application deadline: Friday, May 17, 2013 by 4:00 p.m. Incomplete applications will not be considered.

Questions regarding the application process may be directed to Amie Parker, Employment Manager, via e-mail at

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