Staff Assistant

Job Summary:
The Admissions Staff Assistant provides administrative and operational support to the Admissions team, helping ensure timely, accurate, and responsive service to prospective students, applicants, admitted students, faculty, staff, and visitors. This position serves as a key point of contact for the Admissions inbox and phone line, coordinates event logistics, supports application processing and admissions committees, maintains admissions systems and web content, and processes travel and expense-related documentation.
The ideal candidate is organized, detail-oriented, responsive, comfortable managing multiple priorities, interested in and comfortable with databases and administrative systems, and able to work effectively with confidential student and applicant information.
TYPICAL DUTIES AND RESPONSIBILITIES
Admissions Communication and Customer Service
Serve as the primary contact for prospective students and applicants through the admissions email inbox and telephone line.
Provide accurate and timely information regarding application submission, admission policies and procedures, deadlines, events, and related inquiries.
Research questions and refer inquiries to the appropriate staff or office as needed.
Maintain and update admissions email templates, inbox snippets, and other standard communications to ensure information is clear, consistent, and current.
Support admitted-student outreach activities and other admissions communications as needed.
Application Processing and Student Records
Provide administrative support throughout the annual admissions cycle, including maintaining files, updating database records, producing reports, editing admissions materials, and completing related tasks.
Support application processing during peak periods, including updating application records, reviewing and organizing materials, resolving application-related issues, and assisting with other processing needs.
Process incoming and final transcripts for admitted students.
Update prerequisite information and other related student records.
Assist with coordinating faculty interview processes involving applicants, admitted students, and faculty.
Admissions Committee and Event Support
Support admissions committees by maintaining SharePoint folders, assembling committee materials, uploading and maintaining committee information in Slate, and completing related administrative tasks.
Create and maintain admissions events in Slate.
Support admissions events by coordinating catering, reserving rooms, preparing materials, and assisting with communications and logistics.
Provide support for recruitment travel logistics, including travel arrangements, materials, mailings, registrations, and follow-up activities.
Provides support for the English for Design program.
Support admissions projects and recruitment initiatives as needed.
Website and Digital Content
Responsible for requested updates to the Admissions website, ensuring that information is accurate, consistent with application instructions, and updated with current admissions and event information.
Edit recruitment and admissions instructional videos as needed.
Financial and Administrative Operations
Process admissions-related expenses and reimbursements, including Open House travel reimbursements, admitted-student event expenses, credit card statements, invoices, and reimbursements through Concur.
Maintain accurate records and documentation related to admissions expenses and reimbursements.
Manages student worker hiring paperwork as well as event hiring, and processes weekly payroll across admissions functions and the summer English for Design program
Serves as liaison for student employment practices within the admissions department
Student Affairs Support
Provide administrative and event support to other functions within Student Affairs during peak periods, including Orientation, Commencement, and Career Services events.
Perform other duties and responsibilities as assigned.
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities associated with this position.
PHYSICAL REQUIREMENTS:
Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
WORK ENVIRONMENT:
This position will be based in Cambridge, MA. The work is mainly performed in an office setting. Flexible work options for this role will be discussed during the interview process.
Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA.
Candidates who do not live within commuting distance of our Cambridge, Massachusetts campus should indicate on their resumes whether they are “willing to relocate,” as this position requires a regular on-campus presence.
BASIC QUALIFICATIONS:
Bachelor’s degree or an equivalent combination of education, training and experience required.
Three or more years of progressively responsible administrative experience in an office setting.
Please note:
Additional in-person days and overtime may be required during peak times throughout the year.
To be considered for this position, a cover letter and resume are required with the submission of your application.
ADDITIONAL QUALIFICATIONS AND SKILLS:
Excellent customer service skills and the ability to provide professional, timely, and accurate assistance to prospective students, applicants, admitted students, faculty, staff, and other constituents.
Exceptional verbal and written communication skills.
Experience working with Microsoft Office Suite including Word, Excel, PowerPoint and Outlook.
Experience or demonstrated ability to learn and work effectively with databases and administrative systems such as Slate, SharePoint, and Concur.
Demonstrated problem-solving skills, attention to detail, and the ability to maintain confidentiality and exercise initiative, sound judgement, tact and discretion.
Demonstrated ability to interact collaboratively and professionally with faculty, staff, students, applicants, and individuals from diverse backgrounds.
Ability to manage multiple, shifting, and competing priorities in a complex and deadline-driven environment.
Demonstrated attention to detail and strong editing and organizational skills.
Ability to work independently while also contributing effectively to a collaborative team environment.
Flexibility to support changing responsibilities throughout the academic year and annual admissions cycle.

Employment type
Full-time

Work arrangement
Hybrid