Departmental Assistant III

• Provide event support for both on and off campus events and programs Including scheduling rooms and catering, event planning such as creating cue sheets, visitor schedules and all other related logistics.
• Coordinating travel arrangements for visitors including booking flights, arranging airport shuttles, assisting with on and off campus overnight accommodations, etc.
• Assist with occasional early morning, evening and weekend events.
• Guest hospitality
• Initiate and draft event invitations, programs, related material including copy writing, editing and proofing. Assemble, print and distribute as applicable.
• Create, print, and proofread nametags, place cards, table cards, and other day-of event materials. Assemble and pack day-of event supplies for the colleagues.
• Oversee the accuracy, timeliness, and distribution of related event related material.
• Coordinate special Group Visits and serve as the primary point of contact.
• Field and respond to email/phone correspondence with guests about events, from information-seeking inquiries to coordination of visits.
• Initiate and prepare regular reports, memos and correspondence involving statistical, financial, or other event related material.

• Data Processing: Execute procedures as appropriate in the establishment and maintenance of accurate prospective student, applicant, and parent data in admissions CRM database (Technolutions Slate). Tasks include but are not limited to application processing, manual data entry, error checking, and scanning and indexing documents.
• Effectively and routinely communicate in a professional manner in person, over the phone, and via email with prospective students and their families regarding basic admissions information and application information
• Provide support for professional staff travel, including scheduling high school visits and/or planning travel logistics such as airline, rental car, and hotel reservations.
• Backup receptionist duties
• Other duties as assigned.

• High school diploma and ability to type 40 wpm
• Experience with Microsoft Word and Excel including mail merge (applicants chosen for interviews will be tested);
• Proficient in word processing, spreadsheets, database management
• High level of proficiency with and/or aptitude to learn new technologies and various computer applications including Google Workspace, Microsoft Office suite, and Zoom
• High level of customer service
• Experience with effective business written and oral communication
• Demonstrated ability to perform in a pleasant and professional manner on the phone, over email, and in person with visitors
• Recent work experience demonstrating high level of attention to detail, accuracy, and organization
• Demonstrated ability to function effectively and efficiently in a rapidly-paced environment
• Ability to work independently, learn quickly, and work under deadline pressure
• Experience and demonstrated ability to maintain confidentiality;
• Ability to work pleasantly with co-workers to maintain the Admissions Department's cooperative team environment
• Able to lift up to 25 pounds
• Favorable references

Oberlin College & Conservatory