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The Office of Admissions & Financial Aid seeks an Office Assistant who will be responsible for the performance of accurate data entry and research duties as assigned, which requires the use of independent judgement.


  • Enter data for all individuals and organizations, including address updates, demographics, to be kept up to date.
  • Enter returned mail address corrections or other such change of address notification.
  • Runs routine data queries to ensure data quality. Responsible for maintaining email inboxes, as well as various data clean-up projects.
  • Develop, improve, coordinate, and streamline administrative processes.
  • Oversee student mailing communications, review internal and external correspondence for accuracy.
  • Manage time sensitive tasks.
  • Significant data entry and retrieval, assure proper coding and computer entry.
  • Answer telephone calls and providing general customer service.
  • Generating daily and weekly reports (other reporting as necessary).


  • Ability to provide friendly and efficient service to internal and external candidates, other students, customers, and clients.
  • Knowledge of computers and MS Office software.
  • Knowledge of university systems, policies, and procedures.
  • Excellent organizational skills.
  • Ability to effectively supervise other support personnel.


Directly supervises 7 to 8 student workers per term, on a back - up basis. Carries out supervisory duties in accordance with college policies and applicable employment laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATION REQUIREMENTS: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)

  • Requires education generally equivalent to a High School Diploma.
  • Requires 1 year of administrative/office work experience.
  • Requires excellent oral and written communication skills to effectively communicate with employees, students, and faculty members.
  • Requires the ability to use a personal computer and word processing, spreadsheet, Janzabar CX software, and an envelope printer.
  • Requires knowledge of and the ability to use a variety of standard office equipment such as a 10-key calculator, telephone, and computer keyboard.


PHYSICAL DEMANDS: (The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more of working time.)

While performing the duties of this job, the employee is frequently required to sit, and/or use hands to finger, handle, or touch objects, tools, or controls. The employee is occasionally required to stand, and/or walk, talk and/or hear, stoop, kneel, crouch, or crawl, and reach above shoulders. The employee must occasionally lift and/or move between 1 and 5 pounds while moving files or folders. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed in an office environment. The noise level in the work environment is usually moderate. The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.


About Carthage

Located on the shore of Lake Michigan in the thriving Chicago-Milwaukee corridor, Carthage College blends the best liberal arts traditions with desirable degree programs, transformative learning opportunities, and personal attention from dedicated faculty and staff. Our beautiful campus, an 80-acre arboretum with stunning lake views, is home to 2,600 undergraduate students and 200 graduate students. Founded in 1847, Carthage is consistently named a Best Midwestern College by The Princeton Review and a Most Innovative School by U.S. News & World Report. All Carthage employees play a vital part in the success of our students, as we work together to create an environment where all can achieve their true potential. Grow with Carthage.

Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status or status as an individual with a disability.