New Student Onboarding Associate

Position Summary

The New Student Onboarding Associate assists in the planning, development, coordination, and implementation of all orientations, programs and services in the New Student and Transitional Programs office. This position will also support Undergraduate Admissions as needed to assist with processes related to the post admission activities that lead to orientation and enrollment.

Duties/Responsibilities 

Respond professionally and courteously to inquires to the department, whether by phone, in person, or email and assist students in utilizing the department's services and directing students to additional resources on campus. Responsible for monitoring the department email account and requests received in VZO software.

Coordinate, manage and implement the check-in process for Screaming Eagles Orientation sessions and other departmental programs. This includes developing all check-in reports, preparing all required materials and personalized information, training student staff, overseeing the implementation, and preparing of reports.

Identify and work with departments across campus to manage holds for students attending an orientation session.

Assist in the planning, logistics and implementation of all departmental programs. This includes but not limited to the following:
• Scheduling faculty and staff for their roles.
• Coordinate volunteers for Welcome Week and Welcome Back Week initiatives.
• Assist in coordinating the logistics for orientation and transition programs.

Assist in the implementation and management of the orientation reservation software (Visual Zen).

Coordinate mailings related to departmental programs.

Coordinate the updating of all printed materials. This includes coordinating with departments across campus to update their information to meet print deadlines, and preparing materials to go to Creative and Print Services. These printed materials include but are not limited to orientation invitations, orientation packet materials, student planner, parent calendar, and other promotional materials. Assist in the updating of email communication from VZO software.

Coordinate the updating of all the resource pages in the Nest Navigator app, using the Guidebook software.

Update the online orientation program using web based platform. This includes requesting updates and changes to departments across campus, editing the content online, updating photos, testing the system, review for accessibility compliance, etc.

Verify completion of online orientation by students. This includes verifying their eligibility and coding them in VZO.

Assist in the maintenance of all reports and statistics related to departmental programs.

Assist the Assistant Director in coordinating appropriate coverage in the office and ensure student workers are providing professional, accurate, and courteous assistance. Assist in the supervision and project management of student workers. Responsible for the coverage of the front office. Assist in training office student staff. In addition, train the orientation leaders on processes such as check-in and other processes as assigned.

Assist in the hiring, training, and supervising of New Student and Transition Office student employees (50+). Process all paperwork ensuring they are on payroll in a timely manner. Responsible for verifying work-study eligibility of student workers and facilitating the correct paperwork.

Maintain a professional and orderly look to the office including front office, student worker area, private office, workroom and storage rooms.

Assist with the creation and implementation of the department’s social media plan, including management of Facebook groups managed by the department, creating social media posts and working with student staff on social media posts for Facebook and Instagram.

Assist with the development of content for the First Year @ USI Newsletter (electronic).

Maintain all office equipment for the department including coordinating repair, maintenance, and replacement. This includes the confidential shred container, printers, copiers, etc.

Prepare and follow-up on purchase requisitions for all departmental purchases and contracts, supply orders, work orders, and printing services requisitions for the department.

Maintain and replenish office supply inventory as needed, including the supplies for printers and copiers.

Coordinate the purchasing of office giveaways and other materials.

Maintain organized financial documents for all accounts affiliated with the department.

Coordinate the processes for onboarding new staff to include requesting IT Access, ordering keys, supplies, nametags, door tags, etc.

Maintain appointment calendars for administrative staff.

The above list is not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.

Required Knowledge and Skills

• High School diploma/GED with three to five years relevant experience required.
  
  
• Ability to work with and relate to a diverse public.
  
  
• Strong organizational, time management, and written and verbal communication skills.
  
  
• Strong attention to detail and the ability to multitask.
  
  
• Ability to make decisions based upon established philosophy of service.
  
  
• Ability to manage multiple demands in a setting of high student contact and interaction.
  
  
• Demonstrated proficiency with personal computers including Microsoft Office Professional (Excel, Word, and Outlook).
  
  
• Demonstrated ability to learn new software quickly.

Preferred Knowledge and Skills

• College coursework or Associate degree.
  
  
• Experience in higher education setting.
  
  
• Experience editing written materials.

Functional Requirements

• Remaining in a stationary position at a desk or workstation for extended periods of time for the majority of assigned duties.
  
  
• Physical access to classrooms, meeting rooms, and events throughout campus. This includes attending meetings and programs as required for program implementation.
  
  
• Proficient use of computers and computer systems (software and hardware) to set up functions, enter data, obtain information, process information, and create documents. Must be able to use computer-generated reports to extract and process information. Visual acuity and finger dexterity necessary for prolonged computer usage.
  
  
• The presentation of a consistently professional demeanor always, even in difficult, negative or frustrating situations.
  
  
• The application of effective diplomatic and interpersonal communication skills in all settings.
  
  
• Effective problem solving and the presentation of a professional demeanor while meeting deadlines and responding to departmental and student needs, even during demanding conditions such as multiple priorities and short-notice deadlines.
  
  
• Extensive physical movement, and physical manipulation of loads up to 20 pounds, in preparation for events (dependent upon current staff availability, this may be a preference rather than requirement of the position).

Regular Work Hours/Travel Requirements

About USI         

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

About the Department

New Student and Transitional Programs (NSTP) guides students and supporters from admission through their transition to USI with care, clarity, and connection that build confidence, community, and readiness for life at USI. Through the first six weeks of the semester, we provide inclusive orientation and welcoming experiences that support a strong start.

Search Committee Chair:

If you have questions about the open position, please contact Carmen Stoen, search committee chair, at cstoen@usi.edu.

Best Consideration Date:

For best consideration, please submit materials by 07/31/2026.

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities