Administrative Specialist

About the role

The Administrative Specialist assists the School Manager and Placement Manager with student placement and overall administrative functions at the school. This role provides first-class business and clerical support for all employees and students and serves as a brand ambassador for Roadmaster.

Responsibilities

• Function as a direct liaison between the student/graduate and the employer for the purpose of providing successful job placement assistance.
• Schedule and host industry recruiters as approved by the company.
• Support the admissions team and the School Manager with scheduling prospective student seminars and job fairs.
• Provide industry employer hiring qualifications and assist in qualifying prospective students.
• Assist students as needed with completing applications and monitor and track all submitted applications.
• Comply with all applicable placement policies and procedures.
• Explain proper interview techniques to ensure the student understands what companies are looking for and how to best express themselves.
• Prepare, maintain, and finalize student files.
• Collect all required student file documents and maintain the accuracy of the student database.
• Prepare student status reports, student change forms, finance reports, and attendance reports for management staff.
• Handle confidential student reports such as driving records, criminal records, and DOT results.
• Collect student payments for tuition, fees, and other expense items. Prepare receipts and post all funds received to the appropriate system.
• Responsible for bank deposits, credit card batching, deposit reporting, invoices, and reconciliations.
• Prepare student graduation packages on a weekly basis.
• Prepare new employee pre- and post-hire personnel files in conjunction with the Human Resources Department.
• Professionally and effectively communicate with various vendors, corporate office, and call center on an ongoing basis.
• Handle and route phone calls as needed.
• Assist the School Manager, employees, and students with clerical support as needed.

Requirements

• Minimum High School graduate or equivalent.
• Minimum of 3 years verifiable office administrative experience, preferably in clerical & office information systems.
• Strong organizational skills and customer service skills.
• Clear and effective written and verbal communications using phone and email.
• Excellent attention to detail and desire to exceed expectations.
• Good time management skills and ability to complete work in a timely, accurate, and thorough manner.
• Team player who works well in a fast-paced environment.
• Able to maintain confidential information and privacy considerations.
• Computer skills and proficiency with Google Docs, Sheets, and Gmail.

Work Environment

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

Physical Demands

The employee is occasionally required to:

• Stand, walk, sit.
• Use hands to finger, handle, or feel objects, tools, or controls.
• Reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, or crawl.
• Talk or hear, taste or smell.
• Lift and/or move up to 30 pounds.

Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Benefits

This position is eligible for benefits, which include:

• Medical, dental, and vision plans.
• 401(k) plan.
• Stock purchase plan.
• Paid time off.
• Life insurance.
• Disability plans and other optional supplemental coverage.