"Admissions Operations Specialist"

Admissions Operations Specialist

Company:
Villanova University

Job Location:
Villanova, 19085

Category:
Admissions and Enrollment

Type:
Full-Time

Posting Number: 20260037S

Location
Villanova, PA

Work Schedule: full-time/12-months

Department: 244-Law School Student Services

Position Summary

Reporting to the Assistant Dean for Admissions, the Admissions Operations Specialist supports all aspects of the Law School's admission application and recruiting process. Key areas of focus for the Admissions Operations Specialist are maintaining data integrity with the Law School's Office of Admissions and improving operational processes to meet a high level of customer service. The Admissions Operations Specialist corresponds in person, over the phone, and via email with prospective students, applicants, and admitted students. The Admissions Operations Specialist provides administrative support to the office as needed, including answering telephones, responding to email inquiries, filing, preparing mailings, conducting status checks for applicants, assisting with marketing communication campaigns to prospective applicants, and assisting with ad hoc reports. The Admissions Operations Specialist is also responsible for coordinating tours and interviews for prospective students.

The Admissions Operations Specialist works closely with the Admissions team to understand priorities and initiatives and develops solutions to meet challenges, streamline office operations, and effectively manage University and School of Law procedures related to admissions to help attract high-caliber student applicants and deliver world-class student experience.

Why work at Villanova?

• Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation's best colleges and universities. You will be joining a growing institution of national prominence embarking on an exciting new Strategic Plan.
• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

Application Coordination:

• Review admission application credentials for data integrity, documenting all pertinent information in the application system, preparing applications for review upon completion. Coordinate the collection of the final transcripts for the matriculated students.
• Maintain processes and protocols that facilitate the use of web-based data exchange and data entry via Unite.
• Develop and implement processes for the assessment of applications for completeness, accuracy, and integrity. Record all applicant documents and correspondence.
• Create and run various reports as needed via the Admissions database on the status of applicants and the applicant pool as a whole.
• Document processes in the Admissions Procedures Manual.

Applicant Correspondence:

• With limited supervision, correspond with and answer questions of applicants via email, mail, telephone, and in person regarding the status of their applications.
• Respond to general inquiries regarding the admissions and financial aid processes.
• Produce notification letters for acceptances, deferrals, denials, etc.

Communications Coordination:

• Assist in the development, implementation, and management of communications campaigns using the Unite CRM platform.
• Responsible for assisting in crafting and disseminating messages aimed at prospective applicants and admitted students, with the overarching goal of encouraging application submissions and commitments to attending the Law School.
• Working closely with the Assistant Dean for Admissions, the Admissions Operations Specialist will establish and execute a comprehensive communication plan, utilizing automated "Campaigns" within the CRM platform to ensure timely and strategic message delivery throughout the admissions cycle.

Application Administration:

• Use Unite CRM and Banner to maintain and retrieve accurate records of all pertinent admissions operations information including, but not limited to, application requirements for the JD and Transfer program; program start date and application close dates.
• Ensure that application materials are updated, received, and processed in a timely manner. Comply with all FERPA policies and procedures.

Recruitment & Visits:

• Participate with the full admissions staff on the implementation of on-campus admissions/recruitment events.
• Coordinate prospective student tours and interviews. Maintain and update the office calendar.

Ad Hoc Reporting:

• Develop and generate ad hoc reports from the Unite CRM based on admissions data to support decision-making and strategy for recruitment, enrollment, and scholarship optimization.
• Collaborate with the Assistant Dean of Admissions to produce custom ad hoc reports for various admissions related analysis.
• Serve as the main point of contact to EAB related to the transmission of the data file for the financial aid merit aid optimization analysis.

Other

• Perform other duties and assist with projects as assigned.

Minimum Qualifications

Formal Education

• Bachelor's degree or equivalent required.

Minimum Work Experience

• 1-2 years experience in admissions or 2-3 years related experience, preferably in an educational or customer service environment. College or graduate school related work study will be considered.

Work Skills and Specific Job Knowledge

• Outstanding interpersonal, organizational, and verbal and written communication skills.
• Ability to multi-task; ability to work independently and collaboratively in an office that is characterized by a high volume of applications and visitors, deadline pressure, and high student expectations;
• Must be highly motivated, team player, have proactive approach to problem solving, willing to seek out ways to improve current processes, and ability to easily acclimate to new systems and procedures;
• Ability to work with culturally diverse constituencies; ability to communicate law school admissions and financial aid information to sophisticated, and sometimes sensitive, constituents;
• Ability to exercise sound judgment, discretion, tact, and diplomacy in a highly confidential and professional setting.

Equipment Knowledge

• Working knowledge of Microsoft Office Suite (Outlook, Word, Excel).

Preferred Qualifications

Formal Education

• B.A./B.S. preferred.

Specific Job Knowledge

• Knowledge of graduate admissions process.
• Working knowledge of Banner and Unite CRM or experience with similar admissions database preferred.

Physical Requirements and/or Unusual Work Hours

• Able to lift 20 lbs., bending

Salary Posting Information

This position falls within salaried grade 12 and the range for this position is $26.73-28.22/hr. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.

Salary Grade
12

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