Admission Operations Coordinator (Hybrid eligible)

JOB SUMMARY

The Admission Operations Coordinator manages all aspects of the application process and corresponding documents to meet the University’s enrollment goals. This role will also be actively involved in the use/development of the CRM and help train other campus colleagues on the use of the system. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Administer and maintain the admission application process that includes: maintaining the web-based application process; managing the communication process for applicants, including admission and scholarship letters; maintaining student files; quality-control checking on scholarships awarded; maintaining procedural documentation for application processes; overseeing transition of application records to the Registrar upon enrollment. 

• Assist in the hiring, training, and oversight of student work staff and serve as a professional resource to them in the areas of application processing, mailings, and data management. 

• Assist in strategic growth and maintenance of CRM as well as create and maintain documentation outlining use of the system and best practices for training new employees. 

• Manage and carry out retention policy for all physical and electronic documents sent to the office. 

• Provide reporting to admission team on admission application process and continue to look for ways to improve efficiencies in application processing and reporting. 

• Work closely with the senior operations coordinator and provide backup support to all members of the Operations team in Undergraduate Admissions, including full cross-training on the duties of our visit coordinator. This position will cover our front desk, phones, and select duties of the Hamline Experience Coordinator as needed. 

• Function as a secondary test analyst for production changes to any software related program and data base updates

• Provide expertise for electronic receipt of application data (e.g. Common Application, ACT test scores, etc.)

• Administrative/office support duties to include, but not limited to: data entry/word processing, copying, printing, scanning, answering phones, greeting visitors, ordering supplies, filing, and processing mailings.

• Work with admission staff and campus resources as necessary to implement new and/or refine current yield efforts; Serve as resource and point of contact for admission information for campus colleagues in financial aid, registration and records, student accounts, advising, and others throughout the enrollment process. 

• Perform other duties as requested

REPORTING RELATIONSHIPS

This position reports to the:  Director of Admission Operations

BUDGET MANAGEMENT RESPONSIBILITIES

This position is responsible for the following budget:  N/A

Budget Range: This position is not responsible for the management of a budget.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

• Excellent interpersonal communication, organizational, written, and administrative skills

• Strong attention to detail – Accuracy in word processing and data entry

• Ability to focus attention on repetitive tasks and remain focused for extended periods of time 

• Ability to write and follow documentation of daily tasks

• Outstanding ability to multi-task and adapt to changing priorities 

• Perform well under pressure in a busy office environment in a positive and professional manner

• Ability to take direction from multiple sources

• Understanding of how to provide quality customer service for visitors

• Interest and curiosity about the university environment and a willingness to ask questions

• Be familiar and comply with the Family Educational Rights and Privacy Act (FERPA) and exercise best practices with regard to the maintenance of confidential student information

MINIMUM EDUCATION/EXPERIENCE

• Bachelor’s Degree from an accredited college or university

• Minimum of one year professional experience working in an office environment in an administrative function

• Minimum of one year professional experience working with Microsoft Office, Google, Google Apps 

PREFERRED EDUCATION/EXPERIENCE

• Experience working in a private, liberal arts university.

• Experience working in a professional role in an admissions/enrollment department at a university.

• Knowledge of admission funnel and financial aid process.

• Experience working with Slate CRM System as well as knowledge of Workday. 

• Experience with student staff supervision.

REQUIRED LICENSURE/CERTIFICATION/REGISTRATION

• N/A

WORKING CONDITIONS / EQUIPMENT

Must perform the following essential functions with or without a reasonable accommodation:

• ability to work for long periods of time at desk and/or computer

• requires on-site supervision of student employees

ADDITIONAL INFORMATION

• This is a full time, 1.0 FTE, non-exempt position, 12 months a year.

 

EEO/DIVERSITY STATEMENT

Hamline University does not discriminate on the basis of race, color, national origin, ancestry, sex, gender, gender identity or expression, sexual orientation, disability, religion, age, or veteran status in its education or employment programs or activities.