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Associate Director of Admission Operations
4 months ago
Location:
Claremont, CA
Job Posting Title:
Associate Director of Admission Operations & Systems
Job Details and Requirement:
Position Title:
Associate Director of Admission Operations & Systems
Department : Admission Supervisor : AVP of Admissions
GENERAL DESCRIPTION
Under the direction of the Assistant Vice President of Admission ("AVP"), the Associate Director is the chief manager of data, technology, and operations in the Admission office. There is significant responsibility for the design and preparation of statistical reports on admission and demographic trends, data for required reports such as Common Data Set, IPEDS, SCC, NACAC, and WASC, the strategic plan, and responses to media requests. This position is also the primary data and technology liaison to other offices (Financial Aid, Institutional Research, Information Technology, Registrar, Student Affairs, Advancement, and Treasurer). The Associate Director of Admission Operations provides leadership in the utilization of business intelligence, data analytics, and information systems to support the development and implementation of the undergraduate recruitment plan. This individual also oversees application processing, admission decision modules, student information systems for recruitment and admission, and queries designed to extract information to inform data-driven decision-making. The position will work closely with the VP and AVP of Admission, and the Director of Financial Aid on strategic admission and financial aid initiatives and supervise an Admissions Data Analyst and student employees. This position will also work closely with the offices of Information Technology, Finance, Registrar, and Institutional Research & Assessment.
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ESSENTIAL FUNCTIONS
- Provide strategic direction on admission data, technology, and processing initiatives. Identify trends that could impact the college's enrollment objectives or resources.
- Serve on the Strategic Enrollment and Retention Task Force; lead meetings as needed in place of VP of Admission and Financial Aid and the AVP of Admission; serve as technology liaison for task force.
- Assist VP and AVP with reports and presentations for internal constituencies and college leadership, to effectively communicate data and analysis related to current and future student enrollments, and Enrollment Management strategy.
- Participate in the planning of forecasting models in order to predict student yield, monitor financial aid budget and net-tuition revenue.
- Develop a comprehensive understanding of past and current enrollment trends providing necessary insight required to support the strategic enrollment management plan and new student enrollment goals for the college. Make recommendations.
- Manage data, information systems and related initiatives.
- Manage and develop the admission CRM system (Technolutions) to oversee application processing, data imports and exports, file completion, tracking and applicant web.
- Coordinate with leadership and users to develop and manage innovative technological implementations and integrations to improve recruitment, processing, and yield.
- Develop and maintain training manuals for admission system users to ensure efficiency and accuracy. Coordinate informational updates for external offices that utilize admission software.
- Manage Pitzer's internal Slate application and external Common App process, including application, membership profile, and integration.
- Train, supervise and develop admission staff and student employees in enrollment-related software tools and processes. Supervise the Admissions Data Analyst and delegate responsibilities and projects in the maintenance and daily operations of the Slate CRM.
- Act as primary liaison on data and technology projects with Institutional Research, IT, Registrar, Finance, Student Affairs, and Advancement.
- Work on key data and technology initiatives (e.g. data warehouse, implementation of a new Student Information System, etc.)
- Serve as Chair of the SIS Admission and Recruiting Functional Implementation Group (FIG); act as a project manager for the admission implementation, solve complex problems affecting implementation.
- Serve on SIS Implementation FIG. Act as the Pitzer representative and user liaison to ensure the success of 100+ integrations with the SIS. Meet with all Pitzer constituents that integrate data with SIS to document needs and processes. Synthesize information from user description to a technical request to ensure that all data is integrated properly.
- Generate and validate data for surveys completed by Institutional Research. This involves creating and running reports, accurate calculations, and data validation. Data reported is included in key surveys such as the Common Data Set (CDS), US News and World Reports, HEDS, IPEDS, WASC, SCC, and others.
- Lead data integration and provide advice to Financial Aid, Student Affairs, Registrar, IT, and Advancement on how to improve processes involving applicant and/or incoming student information.
- Lead meetings in place of AVP of Admission for New Student Working Group (Dean of Students, Housing, Orientation, Faculty, IT, International Programs, Parent Relations, Financial Aid, Student Accounts).
- Lead projects involving Slate to provide communication tools, portals, and reports to other offices.
- Review and edit communications (emails, text messages) from other offices to new students; ensure that messaging is on point and written in a way that will ensure the information is clear and can be easily understood by the target audience
- Work on key data and technology initiatives (e.g. data warehouse, implementation of a new Student Information System, etc.)
- Lead data integration between Slate and PowerFAIDS (incoming and outgoing). The Financial Aid Checklist in Slate provides significant cost-savings from going with an outside vendor to provide this service.Collaborate with staff in other Pitzer offices (Orientation, Housing, Academic and Student Affairs, Student Accounts, etc.) for incoming student records and manage their communication flow within the CRM (Customer Relationship Management) system (currently Technolutions Slate).
- Assist in the shaping of the onboarding student outreach plan, including streamlining and editorializing content, confirming best practices are followed, and creating a well-received and logical flow of communications.
- Maintain and update the enrolling student portal to ensure consistent branding, information, and processes.
- Assists in the development, creation, and implementation of messaging strategies for the Admission and Financial Aid offices for prospective students in the inquiry and application phases.
- Manage travel communication strategies (e.g., postcards, mailings, email, texting). Oversee the direct mail marketing component of the recruitment plan.
- Serve as a liaison with the campus community and work closely with constituent offices to build effective relationships and improve the applicant and student experience.
- Serve as primary contact, along with the AVP, with major vendors: Technolutions (Slate), College Board, Encoura, The Common Application, testing organizations, and transcript vendors. Work with the AVP to analyze vendor contracts and name purchases to improve application and enrollment funnels.
- Be knowledgeable about the data stored in the CRM and SIS (Student Information System) database tables to support student recruitment efforts. Establish and oversee protocols to maintain the integrity of the data in the database.
- Develop, maintain and monitor statistical reports to enhance recruitment strategies, yield management, forecasting, and operational efficiency. Use multiple software tools (e.g., Cognos, Slate, Tableau, MS Office suite) to promote data-driven decisions.
- Fulfill requests for data and data analysis from various campus departments and external vendors. Serve as the department technical and functional lead as well as point-of-contact for external vendors (e.g. The Common Application, Technolutions, Jenzabar, College Board, Encoura, testing agencies, Perceptive Data Transfer and Hyland [OnBase]).
- Oversee all technology related aspects of the department, including selection, implementation, evaluation and maintenance of technology solutions.
- Responsible for supervision of assigned staff and student employees, including recruiting, training, managing performance, conducting ongoing feedback, and developing skills.
- Develop, propose, and manage budgets for operations programs.
- Provide briefings and guidance to the VP, AVP, and Associate Directors of Admission.
- Stay abreast of best practices related to job responsibilities. Attending professional development activities and relevant conferences with required travel.
- Establish long-range measurable goals and objectives for the programs and initiatives listed above. Review and evaluate effectiveness of programs. Initiate, develop, and revise programs as required.
- Advise and assist the VP and AVP in all aspects relating to the recruitment and admission of undergraduate students.
- Perform other position duties as assigned.
Basic Qualifications: Must have a bachelor's degree from an accredited institution, plus four to six years of experience managing data in a complex environment (preferably in an admission office in higher education), including at least six months of experience supervising staff. A bachelor's degree in Data Science, Data Analytics, Business Intelligence or a related field may substitute for one year of experience; a master's degree in one of these or a related field may substitute for up to two years.
Preferred Qualifications: A master's degree. Experience leading a system implementation and/or developing data management procedures within the Slate Technolutions system. Experience leading a system implementation and/or developing data management procedures is a plus.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
- Advanced computer and data management skills. Proven knowledge in managing a complex Customer Relationship Management system. Experience with Technolutions Slate is preferred.
- Must have a strong knowledge of relational databases and reporting software. Advanced knowledge of Jenzabar CX and Cognos 10 preferred. This includes writing Cognos 10 reports and custom queries using basic SQL.
- Must be collaborative, analytical, and innovative.
- Strong technical skills with the ability to troubleshoot and solve technical challenges.
- Ability to lead an operations team with excellent operational, processing, procedural, and management skills.
- Ability to work with key stakeholders across campus on projects or issues with policies, technology, and data reporting.
- Interest and motivation to learn new systems and maintain fluency with changing enrollment technologies.
- Manage a complex communication plan and admission recordkeeping function.
- Demonstrated proficiency in statistical analysis, graphical report design and presentation, and understanding of student and financial data.
- Broad understanding and current knowledge of enrollment trends and issues in higher education.
- Ability to collect, interpret, and communicate a broad range of institutional data to various audiences.
- Ability to identify and meet the enrollment research and data needs of senior-level administrators and policy makers.
- Familiarity with national higher education data and tools, i.e. CIRP, NSSE, IPEDS desired.
- Ability to remain well-informed about best practices for an admission office.
- Strong operational, process and management skills.
- Functional knowledge of online reading procedures and operations, including scanning, imaging and indexing.
- Work effectively and productively both independently and as a member of a team.
- Identify and resolve problems in a timely manner, gathering and analyzing relevant information skillfully. Consider the needs of stakeholders and when to involve others in the decision-making process.
- Maintain strict confidentiality, remain open to others' ideas, and exhibit a willingness to try new things.
- Demonstrate maturity and composure in dealing with difficult and sensitive situations.
- Speak and write business English clearly, accurately, and persuasively, with attention to detail and consideration for the target audience.
- Demonstrate initiative in prioritizing and planning work activities. Use time efficiently. Adapt to changes in the work environment, manage competing demands, and deal with frequent change, interruptions, delays or unexpected events with aplomb.
- Competently interact with a culturally and ethnically diverse population of prospective students, faculty and staff.
- Ability to travel both locally and nationally, including working evenings and weekends up to five weeks per year.
Licenses/Certifications : Must have a valid driver's license and a driving record acceptable to the College's insurer.
Supervisory Responsibility : Supervises one full-time Admissions Data Analyst and student employees. May be assigned supervision of other student employees as needed.
Time Type: Full time, 40 hours per week
Annual Pay Schedule : 12 months
Work Schedule : This is a full-time flexible hybrid position working 12 months per year with two days in the office per week. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department. May occasionally work evenings and weekends for special events, conference travel, and recruitment activities.
Work Model : Hybrid
Compensation: Budgeted Salary $80,000 per year
Working Environment : Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. May occasionally work outdoors for events and activities. Some travel by automobile and airplane will be required.
Physical Requirements : This is generally a sedentary position. Must be able to:
- Sit for prolonged periods of time;
- Operate a computer for prolonged periods of time;
- Communicate with others by email, in person and over the telephone;
- Read printed materials and a computer screen;
- Have the mobility to work in a standard office setting and use standard office equipment;
- Assist with the set-up and teardown of event tables, signage and other materials. (Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting);
- Have the stamina to manage a high-volume workload in a fast-paced work environment; and
- Drive self locally and travel by airplane nationally for conferences and other events.
Instructions: Only qualified applicants please.
Application Materials: Upload the following materials to complete your application:
- Cover Letter : Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer's core values best relates to your own.
- Resume : List relevant qualifications and dates of experience.
- Professional References : References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).
