Admissions Representative

Admissions Representative Virginia Technical Academy Newport News, VA Job Details Full-time $16•$25 an hour 1 day ago Benefits Paid time off Qualifications Filing Administrative experience High school diploma or GED Student support Data entry

Full Job Description Job Title:

Admissions Office staff

Location :

Virginia Technical Academy (VTA), Newport News, VA Reports to : Admission Department Head Position Summary The Admissions office staff Coordinator serves as the front-line operations and student support role at Virginia Technical Academy (VTA). This position is responsible for managing front desk operations, supporting enrollment, maintaining student records, coordinating with accounting, and tracking student progression from inquiry through graduation. This role provides direct operational support to the Admission Department Head by ensuring daily workflow, enrollment tracking, and administrative student services functions are executed efficiently and accurately. Key Responsibilities 1. Front Desk & General Administrative Support (Primary Function) Serve as the first point of contact for all visitors, students, and incoming inquiries (in-person, phone, email). Greet and assist walk-in students, contractors, and visitors in a professional manner. Manage incoming calls and direct inquiries to appropriate staff. Provide accurate and approved program information (HVAC, Electrical, Plumbing, etc.) to prospective students. Maintain a clean, organized, and professional front desk environment. Organize and maintain filing systems (digital and physical records). Assist with scheduling appointments, tours, and admissions meetings. Provide administrative coordination support for meetings and events as assigned. Assist the Admission Department Head in ensuring all student services, tours, and administrative support functions are delivered professionally, accurately, and in alignment with VTA enrollment and completion goals. 2. Front Desk & Communication Daily Responsibilities (Core Operations•60-70% of Time) Serve as first point of contact (in-person, phone, email) Respond to all inquiries within:

Phone:

Immediate or same call

Email/Online:

Within 24 hours Greet and assist all walk-ins professionally Maintain front desk organization and professionalism Weekly Responsibilities (20-25% of Time) Enrollment & Reporting Provide weekly report on: New leads Enrollments Pending students Identify prospective students not responding or stalled in the enrollment process Assist Admission Department Head in ensuring consistent front desk coverage and response standards. Admissions & Enrollment Activity Enter all new leads and student data same day or within 24 hours Follow up with prospective students using established communication timelines and procedures: New inquiries: within 24 hours Pending enrollments: every 48-72 hours Ensure all enrollment documents are complete before class start Assist Admission Department Head in tracking enrollment pipeline and conversion rates. 3. Admissions & Enrollment Support Assist prospective students through the enrollment process (applications, documentation, and program selection guidance) Enter and maintain student data accurately in the Student Management System (PoliSchool or equivalent). Assist students with completing enrollment-related forms, including WIOA, grants, and funding request applications (online or paper), ensuring all required information is completed accurately Verify required documents (ID, enrollment forms, funding paperwork). Track enrollment status and follow up with prospective students. Support onboarding process for new students. Assist the Admission Department Head in monitoring enrollment pipeline, tracking leads, and identifying gaps in follow-up or conversion. 4. Student Records & Compliance Maintain accurate student records including attendance, grades, and progress as reported. Ensure documentation is complete and compliant with internal policies and external requirements (WIOA, GI Bill, etc.). Assist with audits or reporting requirements when requested. Ensure confidentiality of student records in compliance with privacy regulations. Collecting tuition payments, registration fees, and approved charges Issuing receipts and ensuring payments are properly documented Entering or submitting payment information to Accounting per procedure Informing students of: Tuition amounts Due dates Missing or late payments Required payment steps prior to enrollment or continuation Assist the Admission Department Head in maintaining audit-ready records and ensuring compliance with all regulatory requirements. 5. General Duties of Admissions Support Print and distribute course materials, books, and handouts as requested. Assist in maintaining an inventory of class materials and reorder supplies as needed. Review student records and maintain updated records of student attendance, grades, and overall progress . Prepare graduation certificates for students upon successful completion of their programs. Assist with the coordination of graduation ceremonies and other student-related events. Provide support for career services activities, including resume workshops, job fairs, and mock interviews. Coordinate with the Accounting department to ensure tuition payments are processed and assist in handling any administrative tasks related to billing or late notices. Maintain open lines of communication with students and instructors regarding class schedules, material distribution, and certificate processing. Provide reports on administrative activities as needed Provide campus tours for: Prospective students Family members Contractors and partners (Tours should be professional, informative, and aligned with VTA programs and expectations.) Assist the Admission Department Head in ensuring all student services, tours, and administrative support functions are delivered professionally, accurately, and in alignment with VTA enrollment and completion goals..

Compliance and Policy Adherence:

Ensure all admissions processes align with local, state, and federal regulations, as well as accreditation requirements for vocational education. Ensure confidentiality and compliance with data protection and privacy regulations.

Skills and Qualifications Education :

High school diploma or equivalent required. Associate's degree or related experience in administration preferred.

Experience :

1-2 years of experience in an administrative role, preferably in an educational or training environment.

Skills :

Strong organizational and multitasking abilities, excellent communication skills, proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and basic knowledge of office equipment (printers, copiers).

Attributes :

Detail-oriented, efficient, proactive, and able to handle a fast-paced environment with multiple responsibilities. Work Environment The Admission will work primarily in an office environment but may occasionally assist with events or meetings on/off campus. This role is crucial in supporting the educational mission of VTA, ensuring smooth daily operations and fostering a positive learning environment for students and staff. The typical pay range for an Administrative Assistant at Virginia Technical Academy (VTA) could be as follows:

Hourly Pay :

$16•$25 per hour Annual Salary (Full-time, 40 hours/week) : $33,280•$52,000 per year This range may vary based on the candidate's experience, qualifications, and the specific demands of the role within the organization.

Pay:

$16.00•$25.00 per hour

Benefits:

Paid time off

Work Location:

In person