How to hire an admission office assistant

How to hire an admission office assistant, step by step

Here's a step-by-step admission office assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an admission office assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new admission office assistant
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the admission office assistant you need to hire. Certain admission office assistant roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect admission office assistant also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   The following list breaks down different types of admission office assistants and their corresponding salaries.

   Type of Admission Office Assistant	Description	Hourly rate
   Admission Office Assistant	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$12-18
   Office Worker	An office worker is responsible for performing administrative and clerical duties to support the daily operations of the business. Office workers assist in receiving calls to respond to the clients' inquiries and concerns, as well as welcoming visitors, verifying their appointments, and leading them to the appropriate personnel and department for their business needs... Show more	$11-34
   Office Clerk	Office clerks are administrative employees who handle clerical activities for the organization. They are in charge of managing company records, organizing and storing documents, filing and sorting hard copies of documents, and liaising with other departments or external partners... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Admissions Process
   • Front Desk
   • Financial Aid
   • Clerical Tasks
   • Admission Applications
   • PowerPoint
   • Student Data
   • Telephone Calls
   • Recruitment Events
   • Event Planning
   • Open Houses
   • Computer System
   • Application Materials

   Check all skills

   Responsibilities:

   • Process and manage new students application data entries in PeopleSoft.
   • Manage operational FedEx relationship through order fulfillment, shipment tracking, and communication with parties involve in shipment transaction.
   • Perform computer tasks such as creating identification cards for new students and navigating the student database system for enrollment management.
   • Maintain paper files for each patient adhering to HIPPA regulations.
   • Utilize PeopleSoft extensively in order to properly maintain candidate records
   • Maintain patient and citizen confidentiality in accordance with HIPPA.

3. Make a budget

   Including a salary range in your admission office assistant job description is a great way to entice the best and brightest candidates. An admission office assistant salary can vary based on several factors:

   • Location. For example, admission office assistants' average salary in new mexico is 41% less than in alaska.
   • Seniority. Entry-level admission office assistants earn 33% less than senior-level admission office assistants.
   • Certifications. An admission office assistant with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an admission office assistant's salary.

   Average admission office assistant salary

   $15.46hourly

   $32,162 yearly

   ---

   Entry-level admission office assistant salary

   $26,000 yearly salary

   Updated December 24, 2025

4. Writing an admission office assistant job description

   An admission office assistant job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an admission office assistant job description:

   Admission office assistant job description example

   Walnut Hill School for the Arts seeks an Admission Office Assistant to join its team of admission professionals. The Admission Office Assistant handles a wide range of administrative, clerical, and communications tasks essential to the success of the daily operations of the Admission Office. This position is responsible for updating and managing the Admission Office database, maintaining applicant and contact records, and overseeing the transfer of data from various online systems into the database. This individual manages applicant files, mail, and correspondence for the Admission Office, and supports other members of the Admission team. This role includes serving as the receptionist and greeting prospective students and families upon arrival.
   
   This is a full-time (12-month) non-exempt position reporting to the Director of Enrollment Management. The weekly scheduled hours are Monday - Friday 8:30 AM-4:30 PM with overtime as necessary.
   Responsibilities Include:
   Serving as the front-line receptionist for the Admission Office; greeting and welcoming visitors upon arrival and helping to coordinate their visit as needed; Answering and directing phone calls; responding to email requests and written correspondence for general information; forwarding calls and emails to appropriate admission representatives as needed; Managing the Admission Office database and import of data from outside sources such as online application sites and other referral sources; Supporting the admission and re-enrollment processes, including but not limited to data entry and data management for prospective students, application support, and returning student re-enrollment; Scheduling campus visits for prospective students, families, consultants, and other campus visitors as needed; Mailing admission materials in response to inquiries; Collaborating with colleagues on the Admission team and with faculty, staff, and other departments in coordination with the Director; Assisting with the planning and execution of Admission related events; and Performing other duties as assigned.
   Position Requirements:
   Bachelor's degree or equivalent experience required; Minimum of 2 years administrative and data management experience, preferably in an admission or academic setting; Detail-oriented; Strong organizational skills and the ability to manage multiple tasks and adhere to deadlines; Strong interpersonal, written, and verbal communication skills; Strong customer service skills and ability to work with a wide range of people and respond effectively to the needs of a diverse and engaged student and parent population; High level of proficiency with a variety of technology and cloud-based computing systems, including Microsoft Office Suite and Google Applications; experience with Filemaker or any CRM-based system a plus; Demonstrated commitment to fostering an inclusive community; Possess cultural competence in working with diverse populations and commitment to learning about and practicing anti-racist work; Experience with, or interest in, working with international students and families; Ability to handle highly sensitive information with discretion; and Ability to work well both independently and collaboratively with the team.
   
   Walnut Hill School for the Arts, located in Natick, Massachusetts and 20 minutes from Boston, is an independent boarding and day high school offering a transformational educational experience designed for student artists in grades 9-post graduate. Walnut Hill combines a comprehensive college-preparatory academic curriculum with intensive, pre-professional artistic training in theatre, dance, music, visual art, and writing, film & media arts. Walnut Hill is committed to creating and enhancing an inclusive environment, and welcoming and celebrating a wide range of cultural, artistic, and educational backgrounds that compliments and supports our diverse community.
   
   Commitment to the school's Core Values, of Community, Growth, Excellence, Creativity, and Respect are imperative to the success of all Walnut Hill faculty, staff, and administration members. All Walnut Hill faculty/staff are active and engaged
   members of the school community who are committed to collaborating and growing in their field, participating in school events, supporting students in their arts, supporting other faculty/staff members, and who have the ability to self-reflect on their own practice.
   
   Health & Safety Protocols:
   
   Walnut Hill School for the Arts has implemented health and safety protocols to mitigate the risk of the transmission of COVID-19. All employees and community members are required to follow the School's policies and procedures including wearing masks, maintaining appropriate physical distance, participating in weekly COVID-19 testing if required, providing proof of vaccination, and other protocols as directed by School Administration. All health and safety protocols and policies are subject to change based on state, local, and CDC guidelines and at the discretion of School Administration.
   
   Physical Demands
   
   Physical demands include dexterity for office machine and supply operation including but not limited to writing, using electronic devices, computer, phone, calculator, copy/fax machine, and printers. Stooping, bending, traveling to/from locations on campus, ascending/descending stairs, reaching and sitting or standing for extended periods of time are common.
   
   To Apply: Submit resume and cover letter through the Walnut Hill School for the Arts online Career Center.

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5. Post your job

   There are various strategies that you can use to find the right admission office assistant for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your admission office assistant job on Zippia to find and recruit admission office assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with admission office assistant candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new admission office assistant

   Once you have selected a candidate for the admission office assistant position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new admission office assistant first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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