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Admission Operation Specialist, Application and Communication Coordinator

4 months ago

Norton, United States Wheaton College (MA) Full time
Posting Details

Posting Number:

Position Title: Admission Operation Specialist, Application and Communication Coordinator

FLSA:

Job Type: Full-Time

Staff Term: 12 Months

Staff Work Schedule (hours/dates): Monday - Friday, 8:30am - 4:30pm

Academic Year Schedule (dates):

Faculty Term:

Position Type: Staff

Department: Admissions

Job Summary/Basic Function:
Admission Operation Specialist, Application and Communication Coordinator

Wheaton College is seeking a full-time Admission Operation Specialist, Application and Communication Coordinator who reports to the Director of Admission. Incumbent serves as a key member of the Office of Admission operation staff to meet the division's evolving goals and objectives. The successful candidate will demonstrate a high level of technological competency while working collaboratively among a dynamic and fast-paced enrollment organization.

ESSENTIAL JOB FUNCTIONS :
  • Responsible for all aspects of application management and conducts audits of applications and collaborates with the Slate team and Director of Admission to ensure data integrity.
  • Uploads inquiry files from various partner vendors into Slate. Maintains documentation to audit and preserve quality of inquiry data, including undeliverable follow-up, and unsubscribe requests.
  • Troubleshoots problems with upload of applications and supporting credentials.
  • Coordinate admission decision letter release and mailing with Director of Admission and Slate Coordinator.
  • Processes defers and withdraws, sending appropriate follow up communication.
  • Collaborates with marketing and communication liaison in executing mailings.
  • Sends admission updates to all necessary departments with respect to changes to enrolled class between May - September and mails enrollment acknowledgment packets.
  • Maintains inventory of marketing mailings and recruiting collateral on and off campus. Documents ordering, delivery, storage of admission materials including letterhead and envelopes and initiating reprints of materials as needed.
  • Assists marketing and communication liaison proofing admission letters to ensure all letters are updated in google share drive and Slate.
  • Maintains high school database in Slate and Banner.
  • Executes printed mail process for prospects, inquiry, applicants and enrolled students providing operational support to our communication sequence. Assist as needed with direct mail campaigns including list management, fulfillment and status ensuring that interactions are documented in the students' timeline.
  • With other Admission Operations team members: manage incoming mail, counselor database, data entry and data imports; processes, scans, and verifies applications (and related materials), transcripts, standardized testing, and admission decisions; and responds in a timely and professional manner to all general inquiries from prospective students and parents, as well as school officials, related to Wheaton's application process.
  • Provides front desk support (as needed), not limited to, answering incoming phone calls, and exemplifies excellent customer service for division and in coordinating visits and welcomes prospective students, parents, and other visitors to the Office of Admission.
  • Provides routine administrative support to Admission Officers that might include promotion (mail and email) of travel events and support for various special events and projects as needed.
OTHER DUTIES AND RESPONSIBILITIES :
  • Provides on-going support to counselor(s) during travel and reading season through the admission buddy program.
  • Assists with monitoring project timelines for all admission/marketing and communication projects.
  • Supports student employment supervisor, serving as a back-up in the coordinator's absence to handle student employment related issues/inquiries.
  • Works on designated Saturdays, in rotation with other staff, as needed. Represents Wheaton during weekend and evening admission programs. Works as needed during the college holiday break, as needed. Is available (on-call) for possible weekend work during key peak periods.
  • Performs other related duties as required or assigned by the Director of Admission.
  • Explores ways to utilize technology to make the office operations more efficient and effective.
Minimum Qualifications:
SKILLS / EXPERIENCE / TRAINING REQUIRED :
  • Bachelor's degree preferred.
  • One to three years of related experience
  • Or the equivalent combination of education and experience.
Preferred Qualifications:
  • Working knowledge of current office procedures, practices, and technology software and systems, as well as a demonstrated record of using technology to improve efficiency.
  • Proficiency with computers required, and experience and with databases and productivity applications (e.g. Microsoft Office Suite, Slate, Banner, Google Office Suite, and Qualtrics) strongly desired.
  • Ability to work independently while operating effectively within a team in a fast-paced, customer service environment with patience; flexibility; a positive attitude; and strong organizational, interpersonal, diplomatic, negotiation, leadership, customer service skills.
  • A high level of energy and a can-do attitude.
  • Possess diplomacy, tact, and knowledge of College-wide operations.
  • Sound judgment, and a clear understanding of and discretion, with the handling of personal and confidential information is essential.
  • Excellent organizational, interpersonal, customer service, and written and oral communication skills, as well as accuracy and attention to detail are strongly desired.
  • Willingness and ability to prioritize and manage multiple tasks against tight deadlines, serving as a close collaborator with teammates in the division and across campus, and work in an office with a high level of customer service is expected.
  • Demonstrated commitment to supporting diversity, equity and inclusion is essential.
Compensation and Benefits
To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The salary for this position will be commensurate with the qualifications, education and experience.

Physical Demands
WORKING CONDITIONS / PHYSICAL DEMANDS :
  • Normal office environment, not subject to extremes in temperature, noise, odors, etc.
  • May spend extended periods at the terminal, on the telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
  • Regular interruptions to assist staff, faculty, and students.
  • May require bending, lifting and carrying of mailing materials and office supplies.
ADA Statement:
Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement
Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

Wheaton's core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.

Posting Date: 07/18/2024

Closing Date:

Open Until Filled Yes

Contact(s):
Office of Human Resources

Contact Phone/Extension:

Contact Email:

Contact Fax

Special Instructions to Candidates:
The federal government and the state of Massachusetts have made the decision to end the COVID -19 public health emergency. Effective June 1, 2023, the college will no longer require COVID -19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider.

While we will no longer require COVID -19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID -19, as well as influenza and other diseases.