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Individuals who need reasonable accommodations under the Americans with Disabilities Act (ADA) in order to participate in the search process should contact the search chair (if applying for faculty position, please see General Description for contact) or the Human Resources Office .
Operations Assistant
DATE:   1/7/2019
JOB TITLE:   Operations Assistant
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Gacioch Center
TITLE OF IMMEDIATE SUPERVISOR:   Director of Admissions Operations
DEPARTMENT:   Admissions
SECTOR:   Enrollment Management
SALARY:   $11.48


Under routine supervision, the Operations Assistant performs clerical, secretarial, data management and administrative duties as assigned.

  • Provide excellent customer service
  • Schedule, take reservations and process confirmation letters for campus visits, tours, special events including Open House, Discovery Days, Transfer Days; as appropriate
  • Input data from applications and inquiries and retrieve on-line application information; Receive and distribute mail and handle both internal and external campus mailings
  • Update admissions files and calculate financial aid merit scholarship awards for applied transfer students based on quality point average or grade point average (QPA or GPA respectively) and calculate financial aid merit scholarship awards for all applied freshman students based on SAT/ACT scores and high school averages
  • Input transfer scholarship index, ability level and letter number into the student computer record for scholarship or award
  • Archiving/and or shredding of old applications in concert with storage policies. Work with Office Coordinator in the turning down of appropriate files to the Office of Student Records or individual colleges after each semester.
  • Work in support of the degree audit and transfer equivalences functions of the Student Records & Financial Services office in providing information required for their purposes and in the receiving of credit evaluation from them to distribute to students. 
  • Organize and orchestrate information the admissions office provides other offices in advance of the Summer Orientation programs. This primarily is the production and distribution of advisement files in advance of each event.
  • Request official and final high school transcripts for incoming freshman and transfer students
  • Act as a back-up for other members of Operations team when needed provide coverage for reception area
  • Assist with the coordination and output of the inquiry/application mailings
  • Answer telephones, take messages, schedule appointments and greet visitors
  • Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University.  Any question regarding the confidentiality of material, should be referred to the supervisor.  Any violation shall subject the employee to disciplinary action, up to and including termination of employment.
  • Perform other duties as assigned


40%  Provide data entry and clerical support to the recruitment process – this includes application/inquiry entry, processing mail and transcripts, creating files, overseeing movement of applicant files campus-wide

20%  Answer the telephone, schedule appointments, and direct calls

20% Coordinate student staff to accomplish daily Operations objectives. This includes delegating student resources to other areas (opening mail, folder prep, filing, outgoing mail preparation, and general Admissions email triage) 

15%  Assist in the daily function of updating and letter generation for letters in the admissions’ student information system (Recruiter/Colleague)

 5%  Back-up other Admission Clerks and perform associated duties

  1. Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information.
  2. Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work.
  3. Sufficient manual dexterity with proficiency to handle various office machines including but not limited to: keyboard, calculator, computer and fax machine.
  4. Ability to receive telephone calls, respond to inquiries and effectively communicate with others.
  5. Computer literate, including Microsoft Office, and ability to learn new computer software programs.
  6. Ability to multi-task and work independently or as a team member.
  7. Excellent organizational skills will attention to details.


The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.


1)    High school diploma with education, training and experience that provides the necessary knowledge, skills and abilities. 

2)    A minimum of one-year experience performing similar tasks is required.



Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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