Application Processing Specialist

Admissions Coordinator

This position coordinates, processes and maintains undergraduate and graduate admission applications by entering, organizing, and verifying applicant data and documents in university systems; performs routine data quality checks; supports specialized applicant processing and deposit activity; and provides operational support during peak admission cycles, including outbound communications and team coverage.

Essential Duties And Responsibilities:

• Process and maintain undergraduate and graduate admission applications by accurately entering, reviewing, scanning, and indexing application data and supporting documentation in the university's Student Information System (Banner) and CRM (Slate), ensuring completeness and compliance with established admission timelines and procedures.
• Coordinate the receipt, evaluation readiness, and organization of application materials, including transcripts, test scores, and supplemental documentation, to prepare complete applicant files for timely admission decisions.
• Support enrollment operations processes by assisting with transfer credit, nursing and dual credit, articulation evaluations in collaboration with the Registrar's Office and internal stakeholders, ensuring accurate routing and documentation.
• Perform daily quality control and data integrity checks by reviewing exception and error reports within the CRM, resolving routine data discrepancies, consolidating duplicate records, and escalating complex issues as appropriate.
• Manage high-volume document processing during peak admission cycles, prioritizing workload to meet deadlines while maintaining accuracy, confidentiality, and adherence to institutional standards.
• Process applications and academic records for specialized populations including dual credit, visiting/exchange, nursing, and combined undergraduate/graduate applicants, ensuring proper coding and status updates within SIS and CRM systems.
• Administer admission-related deposit processing within SIS and CRM systems, reconciling records and collaborating with the Business Office to ensure accurate posting and resolution of discrepancies.
• Produce and manage outbound admission communications, including printing, mailing, and posting decision letters and other official correspondence for prospective and committed students, ensuring accuracy and timeliness.
• Maintain working knowledge of admission systems, technologies, and workflows, including Banner, Slate, and document management tools; participate in ongoing training and adapt to new systems or process updates as implemented.
• Provide operational support to the Admission Operations team, serving as backup coverage for key processing functions and assisting colleagues to ensure continuity of service and workflow efficiency.
• Adhere to FERPA regulations and institutional confidentiality standards in all handling of student records and sensitive information.
• Performs other duties as assigned.

Qualifications:

• High School Diploma or GED, Associate Degree, preferred (an equivalent combination of relevant education and professional experience demonstrating the required knowledge, skill, and abilities to perform the functions of the position proficiently may be considered)
• 3 or more years of related office experience, or equivalent combination of training and experience.
• Experience in higher education preferred.
• 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 have the ability to demonstrate intermediate to advanced skills in MS Office (Word, Excel, Access, Publisher, Outlook, Teams, and Zoom or similar platforms); familiarity with financial systems (Banner), reporting tools (Argos), document management solutions (BDM), Slate CRM or similar programs strongly preferred
• Must be able to work flexible hours, including evenings, and weekends.
• Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with student and parent;
• Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team; professional demeanor, appearance and strong work ethic required
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• Display a strong commitment to the mission of the institution, and be able to articulate the value of a Marianist, Catholic education.
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

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.