Admissions Assistant

Reports to: Director of International Admissions

Overview:

Intrax is a global organization dedicated to building a more inclusive and connected world through meaningful cultural exchange. With programs in more than 100 countries, we connect people and cultures through educational, work, travel, and volunteer experiences that inspire personal growth and prepare individuals to thrive as global citizens.

Position Summary:

The Admissions Assistant is a full-time, non-exempt, hourly position supporting AmeriCamp and the International Admissions team. In this role, you will support the admissions process by reviewing AmeriCamp applications and supporting documents for accuracy and completeness, tracking application statuses in the admissions database, and identifying trends or discrepancies for review by the Admissions team. Working closely with the Director of International Admissions, you will manage a high volume of applicant records while maintaining accuracy and meeting established deadlines. The ideal candidate is highly organized, detail-oriented, and able to follow established procedures while adapting to changing processes and priorities. This position also requires the ability to learn new systems quickly and work extensively with databases and computer systems throughout the day.

Duties and Responsibilities:

Support the Admissions team in daily duties which include:

• Review program applications and required documents for accuracy and completeness, following established protocols.
• Maintain accurate documentation and application tracking in the admissions database.
• Maintain SEVIS data adhering to DoS requirements and guidelines.
• Identify and flag trends or discrepancies in application data for the Director of International Admissions to review.
• Communicate required application corrections and status updates to international offices and agents.
• Identify and report any system or technical issues to IT for follow-up.
• Liaise with international partners and event spaces for hotel and hiring fair venue selection.
• Monitor virtual hiring fairs and aid applicants and host camps throughout the fair day and exercise discretion to ensure successful outcomes.
• Conduct annual vetting of international partners adhering to Department of State regulations and recommend course of correction if needed.
• Monitor and follow up with Partner on applicant visa status.
• Use the AmeriCamp Database to confirm Participant Arrivals in the United States and Monthly Contact with Participants.
• Maintain accurate documentation of all Participant contact (phone calls, emails, in- person visits).
• Attend weekly virtual meetings with department teams.
• Seasonal Participant Support – May – September. Including
  • Provide support and guidance to Camp Participants during the summer season. Including 9am-5pm call support for in-bound assistance requests from participants and Host Camps.
  • Provide elevated support including problem solving urgent and/or escalated issues concerning Participant Welfare/Safety.
  • On-duty emergency phone rotation. Aiding applicants and host camps once forwarded by 24/7 call center.
• Other duties as assigned.

Required Experience:

• Experience reviewing documents or records for accuracy and completeness in an administrative, compliance, or application-based setting.
• Experience maintaining accurate records and tracking data in a database system.
• Experience with a CRM required. HubSpot specific experience a plus.
• Ability to work independently with minimal supervision and follow established protocols closely.
• Ability to manage a high volume of records and meet firm deadlines without sacrificing accuracy.
• Previous experience in a cultural exchange program preferred, but not required.
• Proficiency in Excel (i.e., Pivot Tables) and Word (i.e., Mail Merge), PowerPoint, Outlook.
• Proficiency/experience in data entry.
• Excellent writing skills as depicted in your cover letter.
• Previous experience working remotely, from a home-based office.
• Strong customer service experience.

Knowledge, Skills, and Attributes:

• Strong Attention to Detail – Consistently produces accurate, high-quality work, catches small errors before they become larger issues, and follows processes thoroughly.
• Critical Thinking & Initiative – Exercises good judgment, anticipates next steps, identifies what needs to be done beyond the assigned task, and proactively takes action without w…