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Lead Admissions Specialist

1 month ago

Edmond, United States Oklahoma State University Full time
Position Details

Req ID:

req18165

Position Title:

Lead Admissions Specialist

Position Type:

Staff Full-Time

Position Number:

FS9985

OSU Campus:

Oklahoma City

Department:

Admissions

Location Address:

900 N Portland Ave
Oklahoma City, Oklahoma, 73107
United States

Hiring Supervisor:

May Hoheisel

Hiring Range:
(Contingent upon available funding):

17.92 - 18.64, Hourly

Work Schedule:

Varies, may include some evenings and weekends

Faculty Appt Period:

Job Summary:

Job Summary:The Lead AdmissionSpecialist is responsible for providing essential support for applicants,admissions specialists, and Student Services departments, focusing on applicationprocessing and technical aspects of the admission CRM system.

This role involves comprehensiveresponsibilities, including the evaluation of application documentationincluding various tests, previous transcripts, and supporting materials,effective communication, and the operation of necessary electronic devices forprocessing applicants. The Lead Admissions Specialistis also expected to maintain accurate and up-to-date knowledge of all policiesand procedures of the Oklahoma State Regents for Higher Education, and theNational Association for Foreign Student Affairs.

In addition to theseduties, this position serves as a Designated School Official (DSO), managingresponsibilities related to international student admissions and immigration compliance.The Lead Admissions Specialist also includes mentoring and training newadmissions specialists.

Essential Job Functions:
  1. Interpret federal, state,and institutional policies and professionally communicate these tofaculty, students, and staff. Maintain a current understanding of academicpolicies, procedures, and processes. The Office of Admissions isaccountable for compliance with institutional and OSRHE admissionpolicies.
  2. Provide lead support for processing and loading applications for admission using the CRM and student database system and following strict data standards guidelines. Ensure accuracy of data entered into student record. Prioritizes and monitors daily workload and assignments for the department.
  3. Determine the eligibilityof students for admission; review and update student information as newdocuments arrive and reevaluate admissibility as appropriate.
  4. Admit transfer studentsand provides initial evaluation of transfer credit to determine academicstanding, curricular deficiency status, and the presence of metpre-/co-requisites. Refer students to additional placement testing orreinstatement/appeal processes as appropriate.
  5. Serve as the secondary and lead evaluator of in-state/out-of-state residency petitions, including theverification of support documentation. The Office of Admissions isaccountable for institutional compliance of OSRHE residency policies.
  6. Provide accurate andtimely information to prospective students regarding admission to theuniversity. Manage a communication strategy for applicants designed tosimplify the admission process and encourage enrollment. In addition tooutgoing communication, the Office of Admission receives a high level ofcontinuous phone calls, voicemails and emails.
  7. Serve as the functionallead for CRM admission modules. Manage CRM system data loads and exportsrelated to admission processing. Monitor for routine updates needed inmodules and ensure the schedule of updates is maintained.
  8. Serves as a DesignatedSchool Official (DSO) for International student admission. Under thedirection of the Primary Designated School Official (PDSO), works withinthe SEVIS system to issue initial I-20's, monitor academic progress, andmaintain student records in compliance with Department of HomelandSecurity guidelines.
  9. Trains and supervisesstudent employees and volunteers within the admissions areas.
  10. Maintain training manualfor processes and train employees as needed.
  11. Provide frontline admissionsupport when needed.
  12. Coordinates double checksfor accuracy and assists with necessary clean-up reports withinestablished deadlines.
  13. Serve as the backup to thefunctional lead for transcript and document imaging processes.Scan incoming documents to the student'selectronic file. Maintain a document verification and destruction schedulein compliance with state historical record management policies.
  14. Retain accurate student records and maintain student confidentiality by observing policies related to student privacy (FERPA).
  15. Assist in campus-wide retention efforts as applicable to this position.
  16. Participate in departmental documentation and process improvement efforts, including the creation of process libraries, standard operating procedures, determining key performance indicators, etc.
  17. Completes all mandatory training and participates in a minimum of two professional development opportunities each year.
  18. Performs other duties as assigned.

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Special Instructions to Applicants

Resume and cover letter are required for full consideration.Official transcripts will be required upon hire.

Education & Experience

Position Qualifications:

Minimum Qualifications:

Education:Bachelor's Degree or equivalent related experiencewith an Associate Degree

Work Experience:

  • Minimum of three years progressively responsible workexperience.
  • Experience working in afast-paced and/or customer service rich environment.
  • Experience related to customerrelationship management.
Knowledge,Skills, and Abilities:
  • Ability to handle multipletasks and prioritize effectively.
  • High degree of integrity;ability to work in a sensitive, highly confidential and professionalenvironment
  • Ability to manage multiplepriorities imposed by frequent deadlines, peak workloads andpublic/student contact.
  • Ability to communicatediplomatically, clearly and effectively, both verbally and in writing toexchange information, give/receive instructions and respond to inquiriesappropriately.
  • Strong interpersonalskills and sensitivity to a multicultural environment in an effort to workand communicate effectively with all students, faculty, staff andcommunity partners.
  • Demonstrated knowledge ofoffice technologies including but not limited to: office computers, faxmachines, scanners, internet, Microsoft Office (Word, Excel, Outlook) andCRM systems.
  • Accurate typing/data entryskills and demonstrated ability to work with attention to detail.
  • Ability to work independently as well as collaborate within a teamenvironment while effectively managing multiple priorities anddeadlines.
  • Exhibit problem-solving skills beyond a set of instructions andadapt to changes when necessary.
  • Ability to make appropriate recommendations based on logical andjustifiable reasoning.
  • Ability to use analytical and critical thinking skills tointerpret written policies and procedures.
  • Ability to perform basic math functions.
  • Experience and confidence speaking in front of students/customers.
  • Passion for assisting students with educational endeavors andrepresenting the OSU brand with positivity and professionalism.
  • Demonstrated history of ethical and professional behavior.
Preferred Qualifications:
  • Bachelor's degree and twoyears of previous work experience in a college admissions office orrelated field.
  • Extensive experiencerelated to customer relationship management, preferably through theutilization of databases and/or electronic communication tools.
  • Previous experienceworking with International student populations, preferably as a DesignatedSchool Official (DSO).
Working Conditions:
  • Must be able to workflexible hours to include some nights and weekends.
  • Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.
Physical Requirements:
  • Duties require extendedperiods of sitting, talking and listening.
  • Duties require extensiveuse of computers, telephone and other office equipment.
  • Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).


Thework environment and physical demands described here are representative ofthose required by an employee to perform the essential functions of this jobwith or without reasonable accommodations.

#ZR

Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations,OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.