Admissions Operations Specialist

Otis College Of Art And Design - Los Angeles, CA

Full-time

Los Angeles, CA

Educational Services

About the position

The Admissions Operations Specialist plays a crucial role in supporting the Admissions department at the Goldsmith Campus - Westchester campus. This position is responsible for providing specialized support services that include data entry into the CRM and centralized database, ensuring the accuracy of applicant materials, electronic data, and student records. The Specialist will oversee correspondence, manage mail processing, and generate communication plans to enhance the efficiency of the admissions process. Additionally, this role involves assisting with the training of new staff, student workers, and temporary employees on Admissions operations, as well as providing key support to the Admissions Designated School Official (DSO) with document validation. Reporting directly to the Director of Admissions Operations, the Specialist will be integral in maintaining the integrity and accuracy of admissions data and processes. The core duties of the Admissions Operations Specialist include entering data into systems such as Banner and Slate CRM, verifying the accuracy of this data, and correcting any errors or duplicate records. The Specialist will also oversee data imports from external sources and review applications and supporting documents, ensuring that all necessary information is accurately processed. This role requires the ability to locate and retrieve departmental data for various reports and inquiries, as well as assisting the Admissions DSO in verifying international student documents to facilitate the I-20 workflow. Furthermore, the Specialist will build automated communication plans and campaigns within the Slate CRM, manage office supplies, and provide backup support for admissions events, including evening and weekend activities. The position also involves training new staff and auditing their work to ensure compliance with established policies and procedures.

Responsibilities

• Enters data into Banner, Slate CRM, databases, and/or spreadsheets.
• Verifies the accuracy and completeness of data entered and 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 and supporting documents (transcripts, test score reports).
• Inputs or uploads inquiries into the CRM and evaluates domestic and foreign academic records, calculating GPA conversions as necessary.
• Locates, retrieves, and delivers departmental data for reports, materials, mailings, and special projects upon request.
• Assists the Admissions DSO in verifying international student documents for the I-20 workflow.
• Provides backup support for the audit process, including processing and issuing decisions and updating information in Banner, Axiom, and Slate CRM.
• Builds automated communication plans and campaigns in Slate CRM.
• Monitors and maintains the inventory of office supplies and promotional items.
• Processes incoming and outgoing mail and packages, including packing and lifting boxes for shipment.
• 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.
• Provides backup office support, including phone coverage and front desk coverage, as needed.
• Attends department meetings and trainings 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.
• Attention to detail with the ability to prioritize and complete multiple tasks in a timely manner is required.
• Proficiency using Microsoft Office Suite is required.
• 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.