Admissions Operations Specialist

$40,539 - $40,539/Yr

Otis College Of Art And Design - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

Educational Services

About the position

The Admissions Operations Specialist at Otis College of Art and Design plays a crucial role in supporting the Admissions department by providing specialized services that ensure the smooth operation of admissions processes. This position is based at the Goldsmith Campus in Westchester and involves a variety of tasks centered around data management and applicant support. The Specialist is responsible for entering and verifying data in the CRM and centralized databases, ensuring that all applicant materials and student records are accurate and up-to-date. This includes overseeing correspondence, processing mail, and generating communication plans to facilitate effective communication with prospective students. In addition to data entry, the Admissions Operations Specialist will assist in the training of new staff, student workers, and temporary employees, ensuring they are well-versed in admissions operations. The role also involves providing key support to the Admissions Designated School Official (DSO) with document validation, which is essential for maintaining compliance with international student regulations. The Specialist will be expected to evaluate both domestic and foreign academic records, calculate GPA conversions, and assist in the I-20 workflow for international students. The position requires a high level of attention to detail, as the Specialist will be responsible for correcting errors, managing data imports from various external sources, and processing applications and supporting documents. The role also includes generating reports, maintaining office supplies, and providing backup support for admissions events, which may occur during evenings and weekends. Overall, the Admissions Operations Specialist is integral to the admissions process, ensuring that all operations run smoothly and efficiently while providing excellent support to prospective students and the admissions team.

Responsibilities

• Enters data into Banner, Slate CRM, databases, and/or spreadsheets.
• Verifies the accuracy and completeness of data entered.
• Corrects errors and duplicate records.
• Oversees data imports into the Slate CRM from external data sources like ProctorU, Common App, Hobsons, Parchment, and YouVisit.
• Reviews and processes applications as well as supporting documents (transcripts, test score reports).
• Inputs or uploads inquiries into the CRM.
• Evaluates domestic and foreign academic records and calculates GPA conversions as necessary.
• Locates, retrieves, and delivers departmental data for reports, materials, mailings, special projects or other inquiries upon request.
• Utilizes Banner, Argos, and/or Slate CRM to generate data.
• Assists the Admissions DSO in verifying international student documents to ensure that files move through the I-20 workflow for the One Stop to process and issue I-20s.
• Provides backup support for the audit process, including processing and issuing of decisions and updating of information in Banner, Axiom and Slate CRM.
• Processes deferrals and withdrawals.
• Builds automated communication plans and campaigns in Slate CRM.
• Builds portals, events, forms, and appointments in Slate CRM.
• Monitors and maintains the inventory of office supplies, publications, and/or promotional items.
• Assists in receiving, storing, and distributing supplies and/or promotional materials.
• Processes incoming and outgoing mail and packages including packing and lifting boxes for shipment and inventory.
• Prepares shipment of materials for events and school visits.
• Provides backup assistance with Admissions events, including evening and weekend events.
• Assists with training of new staff, student workers, and temporary employees on Admissions operations and protocols.
• Schedules training sessions.
• Audits work of trainees to ensure proper adherence to predetermined policies and procedures.
• Provides backup office support, including phone coverage and front desk coverage, as needed.
• Attends department meetings and trainings as assigned.
• May serve on committees as requested and/or participate in special assignments or short-term projects as needed.
• Performs other related duties as assigned.

Requirements

• High school diploma or equivalent is required.
• A minimum of 2 years of general office experience is required, preferably in a higher education setting.
• Proficiency using Microsoft Office Suite is required.
• Attention to detail with the ability to prioritize and complete multiple tasks in a timely manner is required.
• Individual must be comfortable working under tight deadlines and with high volumes of data entry.

Nice-to-haves

• College degree preferred.
• Experience working with a CRM like Technolutions Slate, and relational databases preferred.