Admissions Assistant - WVU Keyser

Potomac State College (WVU Keyser), part of the West Virginia University system of campuses, located in Keyser, WV is seeking applications for an Admissions Assistant.

About the Opportunity

The Admissions Assistant provides comprehensive administrative and operational support to the Enrollment Services Office, serving as a primary point of contact for prospective and currently enrolled students, parents, visitors, and campus partners. The position supports admissions, recruitment, ACCESS, student communications, enrollment events, financial and purchasing processes, and general office operations. The incumbent utilizes Banner/STAR, Slate, Banner Document Management, and other institutional systems to process student information, maintain accurate records, and provide responsive customer service.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Assist with application for admission processing and related data entry functions to include changing majors, updating addresses or other student information, applying fee waiver codes, and reviewing application checklist items to provide guidance to prospective students.
• Upload, scan, index, and maintain admissions and student records in the Banner Document Management System and Slate.
• Upload and process transcripts and other required admissions documentation.
• Enter student course schedules, make authorized schedule adjustments, and print schedules.
• Utilize STAR/Banner and Slate to enter, update, retrieve, and maintain accurate student and recruitment information.
• Assist with maintaining accurate student records and timely processing of enrollment-related documentation.
• Maintain confidentiality and security of student records in accordance with institutional policies and applicable regulations.
• Serve as a primary point of contact for the Enrollment Services Office by answering telephone calls, responding to inquiries, welcoming visitors, and providing general enrollment information.
• Respond to student and prospective student inquiries through UChat, email, telephone, and other communication channels.
• Manage designated vanity email accounts and appropriately respond to or route inquiries.
• Assist prospective and currently enrolled students, parents, families, and visitors with enrollment-related questions.
• Provide administrative support to Enrollment Services staff and assist with daily office operations.
• Assist with ACCESS document management, including processing, organizing, tracking, and maintaining required documentation.
• Provide backup support across Enrollment Services functions as needed.
• Assist with individual and group on-campus visits, open house events, new student orientation events, recruitment events, and other Enrollment Services activities.
• Assist with event preparation, setup, registration, guest check-in, materials distribution, and event logistics.
• Responsible for hiring and managing hours for Federal Work-Study student position.
• Provide campus tours and general campus information as needed.
• Respond to attendee questions and direct guests to appropriate campus resources.
• Prepare and maintain recruitment packets and materials for Admissions Counselors, coaches, and other Enrollment Services personnel.
• Perform data entry related to recruitment prospects and assist with maintaining accurate recruitment information.
• Support Enrollment Services staff during high-volume recruitment and enrollment periods.
• Process Mountaineer Marketplace and MyExpense transactions for the Enrollment Services Office.
• Order office supplies, equipment, promotional materials, and other items necessary for Enrollment Services operations.
• Work with vendors to obtain pricing, coordinate orders, and resolve purchasing or delivery issues.
• Maintain appropriate purchasing, financial, and administrative records.
• Perform general office duties, including filing, copying, scanning, correspondence, and document preparation.
• Open, sort, and distribute incoming mail and process returned mail.
• Coordinate FedEx and other shipments.
• Assist with maintaining an organized, professional, and efficient office environment.
• Work with the Business Planning Officer to assist in managing reservations for the vehicle rentals assigned to Enrollment Services.
• Coordinate routine office logistics and operational needs.
• Perform other duties and responsibilities as assigned by the supervisor to support the efficient and effective operation of Enrollment Services.
• Provide additional administrative, student service, event, recruitment, records, or operational support as departmental needs and institutional priorities require.

Pay Grade: 10

• Associates degree
• Six to twelve (6-12) months of directly related office experience
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
  

Knowledge, Skills, and Abilities

• Strong Customer Service Skills - Ability to provide professional, responsive, and student-centered service to students, parents, visitors, and campus partners.
• Excellent Communication Skills - Strong verbal and written communication skills, including the ability to communicate information clearly and professionally.
• Organization and Time Management - Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines in a fast-paced environment.
• Attention to Detail and Accuracy - Ability to accurately process student records, applications, transcripts, data, documents, and financial transactions.
• Technology Proficiency - Ability to learn and effectively use Banner/STAR, Slate, document management systems, Microsoft Office, and other institutional technology.
• Data Entry and Records Management - Ability to accurately enter, update, scan, index, retrieve, and maintain electronic and paper records.
• Problem-Solving and Decision-Making - Ability to identify routine issues, determine appropriate solutions, and exercise sound judgment within established policies and procedures.
• Confidentiality and Discretion - Ability to appropriately handle confidential student, academic, financial, and institutional information.
• Interpersonal Skills - Ability to establish and maintain positive working relationships with students, families, faculty, staff, vendors, and other stakeholders.
• Teamwork and Collaboration - Ability to work effectively as part of an Enrollment team and provide backup support across multiple functional areas.
• Adaptability and Flexibility - Ability to adjust to changing priorities, enrollment cycles, technology, procedures, and departmental needs.
• Administrative and Office Management Skills - Ability to effectively manage general office functions, correspondence, mail, shipping, supplies, purchasing, and other administrative responsibilities.
• Financial and Purchasing Skills - Ability to accurately process purchasing, expense, reimbursement, and vendor-related transactions while following institutional procedures.
• Professionalism and Initiative - Demonstrated dependability, accountability, initiative, and commitment to providing high-quality service and supporting the goals of Enrollment Services.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.