Admissions Operations Coordinator

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

The Admission Operations Coordinator manages all aspects of the application process and corresponding documents to meet the University’s graduate, online degree completion, and international 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. The Admission Operations Coordinator will provide support for recruitment activities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Administer and maintain the admission application process for graduate, ODC, and international students 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 admission operations 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 graduate, ODC, and international physical and electronic documents sent to the office.

Provide reporting to the admission team on the admission application process and continue to look for ways to improve efficiencies in application processing and reporting. Maintain a reporting system of historical trends in inquiry to enrollment data.

Work closely with the senior operations coordinator and provide backup support to all members of the Admission Operations team

Maintain data integrity of all admission databases.

Assist in the development and maintenance Graduate / ODC / International admission communication flows in the Slate CRM.

Provide assistance to international recruiters in organizing admission documents and collecting and preparing required paperwork.

Administrative / office support duties include, but not limited to : email account maintenance, 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.

Schedule and coordinate monthly info sessions with counselors, program directors, and faculty for Graduate / ODC / International programs. Create all information sessions within CRM accurately, organize and keep record of all past, present, and future events for tracking purposes.

Perform other duties as requested

REPORTING RELATIONSHIPS

This position reports to the : Director of Enrollment Systems and Operations

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.

Must be self-directed and efficient with the ability to prioritize workload and work independently while meeting deadlines.

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 and learn new tasks quickly with high level of accuracy.

Understanding of how to provide quality customer service for visitors and ongoing support for internal team.

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 of professional experience working in an office environment in an administrative function

Minimum of one year of 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.

WORKING CONDITIONS / EQUIPMENT

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, which requires 40 hours a week, 12 months a year.

Compensation and Benefits :

Pay Range :  $20.00 - $22.00 hourly

Full-Time Benefits :

We offer a comprehensive benefits package which may include :

Medical, dental, and vision insurance

Life insurance

Short- and Long-Term Disability

Critical Illness and Hospital Indemnity

403(b)

403(b) matching

Paid Time off, including vacation time, paid holidays and safe and sick leave time off

Employee assistance program

Flexible spending account (FSA)

Health savings account (HSA)

Tuition waiver

All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess.