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Operations Coordinator

2 months ago

Richmond, Virginia, United States University of Richmond Full time
Job Summary

The University of Richmond is seeking a highly organized and detail-oriented Operations Coordinator to join our Admission team. As an integral member of our office, you will play a critical role in supporting our data management, system processing, and administrative needs.

Key Responsibilities
  • Admission Systems and Data
    • Regularly download and process imports for inquiry and applicant data for partnership programs and organizations, events, standardized test scores, prospect sources, counselor updates, and volunteer data.
    • Support data consistency and accuracy in integration between external systems and Slate and between Slate and other University systems; aid in resolution of data discrepancies and systems errors.
    • Consolidate student, parent, and organization records in the CRM.
    • Manage community-based (CBO) and High School Partner organization contacts in Slate; ensure integrity of data, import data from organization, confirm consistency in coding across inquiry and application data.
    • Manage import of event data including large off-campus events, college fairs, and virtual programs.
    • Maintain organization contacts in CRM (school and independent counselor database), ensuring accurate and consistent data to support communications and outreach.
    • Collaborate with Operations team members on downloading and processing of applications, test scores, transcripts, and supplemental documents; audit applicant documents and verify completeness of application at crucial deadlines. E-mail, call, or write applicants for missing items as necessary.
    • Assist in the creation of high school and post-secondary school codes for schools that do not have assigned College Entrance Examination Board (CEEB) codes, and enter information in various relational databases. Retrieve and enter appropriately assigned CEEB codes for new schools.
    • Support management of query and form build requests in CRM.
  • General Administrative Support
    • Assist with the management of multiple admission email accounts. Respond to questions and process requests for information.
    • Update SIS and CRM systems as necessary for student response to admission decision (wait list responses, not enrolling responses, etc.).
    • Answer prospective student, parent, and high school counselor questions concerning application status using various relational databases to verify status and discuss documents needed to complete application with a high level of customer service and communication.
    • Enter student data and recruitment activities into CRM; make and confirm campus visit appointments for prospective students and families; monitor student worker support in data entry for accuracy in CRM.
    • Assist with transportation grant processing/reimbursement; work with other admission staff and accounts payable to process requests for reimbursement from prospective and admitted students.
    • Serve as a backup for office reception coverage and as backup for phone receptionist, managing multi-phone lines and providing superior customer service.
    • Operate standard office equipment including printers, copier, fax machine, postage machine, mail slitting machine, and scanners.
    • Assist with setting up and staffing open houses and other on-campus events.
    Requirements
    • Knowledge of relational databases and CRM system is required; SIS system experience preferred.
    • CSS and/or HTML experience preferred.
    • Experience working with highly confidential information.
    • Excellent interpersonal and communication skills.
    • Ability to work independently, efficiently, and accurately; perform duties with considerable degree of autonomy.
    • Attention to detail, organized, thorough, and consistent with follow-through.
    • Ability to balance multiple tasks and projects and to work effectively with a team of professionals.
    • Ability to manage budgets.
    • Proficiency with Microsoft products, including Outlook, Word, and Excel is required; Proficiency with MS Access is preferred.
    Education and Experience
    • Bachelor's degree required.
    • Minimum 2-4 years of administrative or systems experience preferred.
    Work Hours
    • Full-time, non-exempt position.
    • Monday – Friday, 8:30 - 5:00.
    Salary Structure
    • Pay Grade 4 (Hiring Range $ to $ per hour).