Assistant Director Grad Operations

Job No: 497033
Full Time/Part Time: Full-time
Location: South Orange
Categories: Administrator

Reporting to the Director of Graduate Affairs Operations and Information Systems, the Assistant Director of Graduate Affairs Operations is responsible for assisting with the general management, maintenance and functionality of the graduate CRM (Slate) and associated integrations, as well as leveraging the platform for the advancement of graduate recruitment and enrollment. Additionally, serving as part of the Operations team for the Office of Graduate Affairs, this position is responsible for maintenance, initial input, and regular updates for prospective graduate student records in the Slate and Banner systems, ensuring timely and accurate data entry and processing of all graduate-related inquiries and applicants to the University, and assists with the handling of records and documentation. Furthermore, this position will also be expected to assist with the daily operations of the Office of Graduate Affairs, including timely and courteous responses by e-mail and phone to student inquiries. Given the versatile nature of work in the admissions office there will be other duties as assigned to meet the needs of our perspective students.

Duties and Responsibilities:

Technology / CRM System Administration & Maintenance:

• Assist in the creation and/or maintenance, and testing (as needed), of workflows, portals, forms (application, inquiry, event, etc.), rules, fields, prompts, email campaigns, Slate's user roles, permissions, and overall system security, dashboards, and reports to support graduate recruitment, application processing, and enrollment analytics.
• Monitor daily automated data exports/imports and ensure data integrity and oversee import/export processes, including test scores, inquiry data, and application information. Evaluate and improve both internal and third-party integrations with Slate.
• Work in concert with Associate Director of Graduate Enrollment Communications to review messages and ensure they are delivered to target audiences utilizing appropriate selection criteria from CRM database.
• Design and generate customized reports and dashboards for Office of Graduate Affairs and departmental staff to track admissions progress, analyze data, and monitor recruitment funnel performance and opportunities for improvement.
• Collaborate with leadership to support data-driven decision-making and strategic planning.
• Provide hands-on training, support, and troubleshooting assistance to departmental staff, faculty readers, and other stakeholders on Slate usage and best practices.
• Create and update user guides, documentation, and resources for staff to maximize the effective use of Slate.
• Stay current with Slate updates, releases, and best practices to continuously improve the system's performance and capabilities.
• Troubleshoot issues with system functionality as it relates to the graduate application, mailings, forms, campaigns and associated rules.

Application Processing:

• Process and verify graduate application data loaded in Slate and, ultimately, Banner.
• Coordinate electronic application processing, including data download, data entry, data verification, test score loading and routine maintenance.
• Manage scanning, linking, alphabetizing and filing of incoming paper and electronic documents via mail and email.
• Process documents from graduate applicants including but not limited to: college transcripts, reference letters, certificates of admission, response forms, and test scores, and so forth.
• Verify accuracy of data in Slate and Banner for graduate applicants by working edit reports, and updating the Banner system with correct information. Enter graduate admission decisions, process change of major and deferral of admission requests, etc., received from academic departments.

Customer Service:

• Provide unqualified and exemplary customer service to admissions constituents (i.e. prospective students, as well as Seton Hall University faculty and staff).
• Respond to inquiries and questions from graduate applicants to ensure they submit required admission documentation.
• Provide general admissions information and University location directions to prospective students and callers as necessary
• Correspond via email and phone with applicants regarding their admission decisions.

Graduate Recruitment

• Provide support in advancing the University's graduate recruitment, enrollment and reporting goals
• Assist with the identification, execution, and assessment of student recruiting events, including information sessions both on and off campus, Graduate Open Houses, and so forth.

Required Qualifications:

• Associates degree required; Bachelors degree preferred
• 1-3 years Relevant work experience in admissions operations, enrollment management, or higher education technology
• Moderate to advanced experience within Technolutions' Slate platform
• Strong problem-solving abilities with attention to detail and data accuracy
• Excellent interpersonal and communication skills with ability to work effectively, independently and with various stakeholders

Desired Qualifications:

• Demonstrated analytical skills with proficiency in data analysis and accurate reporting.
• Project management and organizational skills are essential
• Experience with Ellucian Banner a plus
• Proficiency in Microsoft Office Suite