Assistant Director of Admission Operations

Assistant Director of Admission Operations

This position supervises the admission operations staff and supports data integrity for the operations team including, data audit and testing, as well as assisting in maintaining incoming inquiry and application data and materials for admission to St. Mary's University at the undergraduate and graduate levels.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides leadership and supervision for the operations team to include Application Processing Specialists and Data processing Specialist. Coordinates staff processes associated with leave, performance management and annual reviews, interviews, or search committees associated with hiring and staffing.
• Partners with the Director of Enrollment Systems, Dean of Undergraduate Admission, and other divisional leadership to identify and develop tools to analyze and manage workflow within the operations team.
• Ensures implementation and communication of clear departmental processes to ensure employees have a solid understanding of their roles and responsibilities.
• Oversees day-to-day operation of undergraduate and graduate application processing including, but not limited to recording the receipt of documentation, accurate data entry, organization and troubleshooting in preparing applicant files for a timely admission decision.
• Oversee the processing all of admission decisions for undergraduate and graduate student populations within CRM.
• Oversees data integrity, import, export and primary responsibility for cleaning prospect, inquiry and applicant data.
• Oversees processes and forms related to the enrollment confirmation process.
• Oversees the transfer and dual credit articulation process for the Enrollment Operations in collaboration with the Registrar's Office for all student populations.
• Builds complex reports and queries to support the effective use of population development for communication and recruitment purposes
• Assists with error report management and quality control within CRM by using daily exception reports; Resolves surface level data errors identified by daily reports, consolidate duplicate records and research others.
• Collaborates with other University offices such as the Center for International Programs, Financial Assistance, Athletics, Academic Advising, Business Office, Student Life, Residence Life, and Information Technology Services to ensure data integrity and data standards are met.
• Ensures daily loads into admission CRM of applicant and other prospective student data are completed efficiently and effectively.
• Manages activities related to the movement of admission data into the University's enterprise system.
• Serves as back up to other operations staff when needed.
• Maintains knowledge of the university's tools and systems, including Banner, and Slate; Learn new systems and tools as needed.
• Attends training workshops and conferences in order to learn and stay current on admission operations, CRM and other system tools.
• Performs other duties as assigned

QUALIFICATIONS:

• Bachelor's degree from an accredited college/university required; Master's degree preferred.
• Minimum 4 years professional experience in a higher education environment, preferably with enrollment data
• Must clear and maintain a favorable background investigation and clearance
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
• Must be able to work extended hours or weekends during peak times and for special programs, projects, events as needed.
• Proficient in Microsoft Outlook, Word, and Excel including experience with virtual platforms such as Zoom, and applicable case management software; Experience working in Banner, Argos and/or Slate strongly preferred.
• Strong and inspirational communication (verbal and written) skills, vibrant personality, attention to detail, and strong problem-solving skills are essential.
• Ability to understand and to make one's self understood to non-English speaking individuals in Spanish is preferable
• Willingness to acquire an understanding of the St. Mary's commitment to excellence in education, diversity of the student body, social service, and the liberal arts and sciences traditions.
• Knowledge of the St. Mary's culture and ability to represent and communicate the university mission to prospective students and families.
• Ability to develop congenial and productive working relationships with administrators, faculty, staff, and students
• Possess high energy, attention to detail, and the ability to organize effectively.

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative 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.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.