Admission Operations Specialist

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Job Title: Admission Operations Specialist

Department: Undergraduate Admission

Division: Admission & Financial Aid

FLSA Status: Non-Exempt

Union: SEIU Local 500

Grade: 4

Hourly Range: $20.22 - $25.50

Reports to: Associate Director, Admission Operations and Communication

General purpose: Provide support for admission data management, standard reporting, and admission operational administrative and informational functions of the office. Assists in the creation and maintenance of new processes to enhance efficiencies, business practices, and operational strategies related to enrollment.

Summary of Essential Functions

• Coordinate data collection, entry, and electronic file management

• Provide operational support for undergraduate admission functions such as applicant review, admission planning, and logistics.

• Coordinate admission print material and liaise with outside vendors to maintain accurate mailing, printing, and account management functions

• Oversee work study students on assignments such as mailings, box packing, inventory stocking and tracking

Essential Duties & Responsibilities:

• Partner with Associate Director of Operations to manage the application process from prospect through matriculation. Assists in the creation and maintenance of new processes to enhance efficiencies, business practices, and operational strategies related to enrollment.

• Assist in overseeing all day-to-day activities for admissions processing and operations, including communicating with applicants, processing application materials, and maintaining application data integrity.

• Oversees the release of all admission decisions, including both digital and physical acceptance and deny letters. Processes requests for withdrawal and monitors incoming tuition deposits.

• Oversees the upload and digital distribution of Financial Aid award letters.

• Responsible for daily maintenance of the Slate CRM system, including consolidating duplicate records, database cleanup, and monitoring of incoming data sources. Assist in maintenance of all records for the Office of Undergraduate Admissions.

• Oversees the ordering, distribution, and inventory of all undergraduate admission promotional materials. Is the point of contact for all outside print vendors as well as in-house postal operations. Monitors invoice submission and payment for outside vendors.

• Assist with on-campus recruitment and yield events, Open House programs, Admitted Student Days, etc.

• Participates in the testing and troubleshooting of the Slate CRM system and related systems. 

• Partners with the Technology Systems and Services department as needed to troubleshoot data bridge between the Oracle PeopleSoft Enterprise Admissions module and Slate CRM system.

• Oversees work study students on assignments such as mailings, box packing, inventory stocking and tracking.

• Perform other related duties as assigned

Knowledge, Skills, and Abilities

• Proficient in the MS Office Suite and Windows environment, including Word and Excel

• Strong organizational skills, attention to detail

• Quality problem solving skills

• Team player, able to balance more than one task at a time and function within a busy office environment

Required Minimum Qualifications:

• Education: A high school diploma

• Experience: A minimum of 1-2 years of professional office experience

• Minimum of 1-2 years of experience supporting information/data input and storage and/or relational database systems and reporting.

Preferred Qualifications:

• Bachelor’s degree

• Strong communications skills

• Intermediate spreadsheet creation and maintenance skills

• Knowledge of a customer relationship management system (Slate, Salesforce, Hubspot) and/or Oracle PeopleSoft systems

Reporting to this position: No direct reports

Conditions of Employment:

• Candidate must successfully complete a full background check

• Some evening/weekend work and overtime work is required

Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: While performing the duties of job, the employee is occasionally required to stand, walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear. The employee must occasionally lift up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

• Work environment: While performing the duties of the job, the noise level in the work environment is usually minimal.

• Required training: Handbook orientation, Anti-Harassment, Hazard Communication, Emergency Plans & Fire Prevention, COVID – 19 Cleaning and Personal Protection Equipment. 

Maryland Institute College of Art is committed to its policy of providing equal opportunity regardless of race, color, creed, national origin, religion, gender, sexual orientation, marital status, age, disability, or veteran status (disabled, Vietnam-era, or otherwise). Furthermore, the College does not tolerate any form of sex discrimination, including sexual harassment or sexual violence. This policy applies to all programs, facilities, and activities provided by Maryland Institute College of Art, including but not limited to admission, educational programs, and employment.

Applicants must apply online for each job in which they are interested. You will not be considered for any job for which you have not specifically applied. We do not accept applications via email, U.S. mail, or fax. Successful candidates for any staff or faculty positions will be subject to a pre-employment background check.

MICA provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application and hiring process, please contact Human Resources at 410-225-2363.