Graduate Admissions Specialist

Employer: American University

Location: Washington, District of Columbia, United States

Salary: Competitive Salary

Date posted: Dec 20, 2025

Position Type: Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Enrollment Management

Employment Type: Full Time

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University.

Department: School of Public Affairs

Time Type: Full time

Job Type: Regular

FLSA Status: Non-Exempt

Work Modality: Hybrid 01 (On Campus 3-4 Days/Week)

Union: SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description:

Summary:

The Graduate Admissions Specialist will serve a vital processing, tracking, and front-line role within the Office of Graduate Admission (OGA) in the School of Public Affairs. The Graduate Admissions Specialist will primarily provide support for the timely and thorough processing of prospective graduate student applications, including direct interface with applicants (written, online, and in person), extensive use of the campus’ CRM, Salesforce, and the management and update of an array of tracking spreadsheets. This position will also provide support with admissions, enrollment, and assessment reports; merit aid (Graduate Financial Aid ((GFA)) notifications, tracking, and auditing; international student immigration paperwork; admissions marketing collateral; and relevant event preparation, delivery, and follow-up.

This position reports directly to the Associate Director of Graduate Admissions & Enrollment Analytics as part of the SPA Office of Graduate Admissions, which includes the Assistant Dean of Graduate Enrollment, the Assistant Director of Graduate Recruitment, Graduate Recruitment and Advisement Coordinator, supporting graduate student staff. In addition to the OGA staff, the position will work with the SPA Senior Associate Dean, graduate applicants and admitted students, graduate advisors, International Student and Scholar Services staff, and faculty members, as well as other campus graduate admissions units and support services. The position may also directly supervise one to two hourly graduate students.

Essential Functions:

1. Application & Admissions Support
   • Primarily responsible for supporting the Associate Director of Graduate Admissions & Enrollment Analytics. Duties include processing applications, entering, and maintaining relevant admissions data in various University systems. This position will review official and unofficial college transcripts to verify final grade point averages (GPA), degree conferral, and send international transcripts for evaluation. This position will regularly assist SPA graduate applicants, admitted students, faculty members, and staff with their questions and concerns regarding the application/admissions processes utilizing various mediums (written, online, in-person, and over the phone), including bi-monthly Application Coaching Session virtual presentations. The Specialist will also support the merit aid (Graduate Financial Aid ((GFA)) notification, tracking, and auditing processes of the School. This position assists with the edit and release of communications related to application, admission and/or merit aid processes. This position will also collect and submit international student immigration paperwork for processing and track international student visa status. This area of responsibility may include supervising one to two graduate student staff in support of the OGA process.
2. Spreadsheet Management & Data Reporting
   • Creates and manages an array of application, admission, and merit aid spreadsheets requiring regular updates. Contributes to enrollment and assessment reports including the monthly Graduate Enrollment Report as well as the annual Assessment Report. Completes ad hoc data requests related to recruitment, yield,, and international student statuses.
3. Events Planning & Logistics
   • This position intermittently supports OGA’s efforts to plan, execute, and follow-up on recruitment/admission/ onboarding events for prospective and admitted graduate students. This position will be asked to periodically extract targeted distribution lists from the CRM to support graduate enrollment initiatives.
4. Other Duties as Assigned
   • Occasional other duties as assigned.

Supervisory Responsibility:

Supervises one to two hourly graduate student staff who support the application and data entry/management processes for the SPA Office of Graduate Admissions. Student staff maintain part-time work commitments primarily during the academic year and in support of peak demand for SPA’s Spring and Fall enrollment cycles.

Position Type/Expected Hours of Work:

• Full-Time.
• 35 hours per week.
• Hybrid 1 work modality (3 - 4 days in office).

Salary Range: $27.50 - $30.75 per hour.

Required Education and Experience:

• Bachelor's degree or equivalent.
• Advanced training in MS Office software applications or equivalent in education, training, and experience.
• 1 - 3 years of relevant experience.
• A minimum of one (1) year of relevant full-time professional experience (post-degree) in a higher education environment or other relevant experience in a high traffic, customer contact position within a complex organization.
• Experience with databases and acute attention to detail.
• Proficiency in MS Office software applications (Excel, Word, PowerPoint, Outlook) and web-based research.
• Experience managing sensitive information and maintaining confidentiality.

Preferred Education and Experience:

• Master's Degree or equivalent.
• Familiarity with Salesforce, CRM or other customer relationship management software and/or Colleague a plus.
• Experience in a front-line customer service role.

Additional Eligibility Qualifications:

• Must be able to work some evening and weekend hours as required.
• Ability to gather and analyze data using basic research methods and databases.
• Comfort and experience with computer technology and willingness to learn new computer programs.
• Ability to manage a fast-paced, deadline-driven environment; be a proactive self-starter; adapt and operate at a high level of efficiency with moderate direction and supervision; complete multiple assigned tasks independently and on schedule.
• Excellent administrative and organizational skills.
• Strong interpersonal and communication skills (verbal and written), with a customer service orientation and ability to communicate; effectively interact with people of all ages and diverse backgrounds.
• Team-oriented with an ability to foster positive and productive working relationships in a professional and courteous manner with students, staff, and faculty.

Work Authorization/Security Clearance:

Hiring offers for this position are contingent on successful completion of a background check.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.