Job Description
Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.
Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application.
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application.
Location:
Claremont, CA
Job Posting Title:
Admission Operations Manager
Job Details and Requirement:
Position Title: Admission Operations Manager
Department: Office of Admission Supervisor: AVP of Admission
GENERAL DESCRIPTION
Under the direction of the AVP, the Admission Operations Manager is responsible for overseeing the operations and processing of prospective student information from inquiry through to enrollment, maintaining internal procedures for safeguarding student information, assisting with the integration of print and electronic communications, and leading technology efforts and strategies. The Manager will design and prepare statistical reports on admission and demographic trends, data for required reports such as Common Data Set, IPEDS, and WASC, the strategic plan, and responses to media requests. This position is also the primary data and technology liaison to other offices (Financial Aid, Institutional Research, Information Technology, Registrar, Student Affairs, Advancement, and Treasurer). This individual also oversees application processing, admission decision modules, student information systems for recruitment and admission, and queries designed to extract information to inform data-driven decision-making. The position will work closely with the VP, AVP, and Director of Financial Aid on strategic admission and financial aid initiatives and the utilization of business intelligence, data analytics, and information systems to support the development and implementation of the undergraduate recruitment plan. This position will also work closely with the offices of Information Technology, Finance, Registrar, and Institutional Research & Assessment.
ESSENTIAL FUNCTIONS
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Organize database management and initiatives.
- Coordinate with leadership and users to develop and manage innovative technological implementations and integrations to improve recruitment, processing, and yield.
- Develop and maintain manuals for admission system users to ensure efficiency and accuracy. Coordinate informational updates for external offices that utilize admission software.
- Manage Pitzer’s internal Slate application and external Common App process, including application, membership profile, and integration.
- Train, supervise and develop admission staff and student employees in admissions-related software tools and processes.
- Assist in developing processes for messaging prospective students in inquiry phase of admissions funnel.
- Manage application processing, data imports and exports, file completion, tracking and applicant web services.
- Be knowledgeable about the data stored in the CRM and SIS (Student Information System) database tables to support student recruitment efforts. Establish and oversee protocols to maintain the integrity of the data in the database.
- Develop, maintain and monitor statistical reports to enhance recruitment strategies, yield management, forecasting, and operational efficiency. Use multiple software tools (e.g., Cognos, Slate, Tableau, MS Office suite) to promote data-driven decisions.
- Fulfill requests for data and data analysis from various campus departments and external vendors. Serve as the department technical and functional lead as well as primary point-of-contact for external vendors (e.g., The Common Application, Technolutions, Jenzabar, Workday, Anthology, testing agencies, Perceptive Data Transfer and Hyland [OnBase]).
- Admission liaison for Anthology in new SIS development.
- Act as primary liaison on data and technology projects with Institutional Research, IT, Registrar, Finance, Student Affairs, and Advancement.
- Manage travel communication strategies (e.g., postcards, portals, mailings, email). Oversee the direct mail marketing component of the recruitment plan.
- Fulfill requests for data and data analysis from various campus departments and external vendors. Serve as the department's primary point-of-contact for external vendors (e.g., The Common Application, Slate, College Board, Encoura, Anthology, Workday, Common Data Set (CDS), US News and World Reports, HEDS, IPEDS, WASC and others).
- Oversee all technology related aspects of the department, including selection, implementation, integration, evaluation, and maintenance of technology solutions.
- Develop staff by hiring, training, supervising, managing performance and conducting ongoing feedback for designated clerical support staff and student employees.
- Perform other related duties as required.
Basic Qualification: Must have a bachelor's degree, a minimum of three to five years of college admission experience, plus some supervisory experience.
Preferred Qualification: A Master’s degree is preferred. Some supervisory experience required, plus three to five years of college admission experience preferred.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
The individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
- Ability to manage a complex communication plan and admission record keeping function.
- Ability to remain knowledgeable about best practices for an admission office.
- Strong technical, operation, process, protocol, and management skills.
- Functional knowledge of online reading procedures and operations including scanning, imaging, and indexing.
- Ability to work both independently and in a team.
- Identifies and resolves problems in a timely manner, gathering and analyzing relevant information skillfully. Considers the needs of stakeholders and when to involve others in the decision-making process.
- Maintains confidentiality, remains open to others’ ideas, exhibits willingness to try new things, and demonstrates maturity and composure in dealing with difficult/sensitive situations.
- Speaks and writes English clearly, accurately, and persuasively, with attention to detail and consideration for the target audience.
- Demonstrated initiative in prioritizing and planning work activities, uses time efficiently. Adapts to changes in the work environment, manages competing demands, and deals with frequent change, interruptions, delays, or unexpected events with aplomb.
- Able to competently interact with a culturally and ethnically diverse population of prospective students, faculty, and staff.
- The position will require some limited travel and recruitment activities with evening and weekend work.
- Must have access to reliable and secure computer and internet connection. Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
- Must have access to a dedicated and suitable workstation at a remote location, including a desk or table and supporting upright chair. Must ensure workstation is safe and free from hazards.
Licenses/Certifications: Must have a valid driver’s license and a driving record acceptable to the College’s insurer.
Supervisory Responsibility: Supervise up to three full-time staff positions: Admission Coordinator for Online File Management and two Office Assistants (a Secretary/Receptionist and a Day Visit Coordinator/Receptionist). May also supervise student staff as needed.
Time Type: Full-time 40 hours per week
Annual Pay Schedule: 12-months
Work Schedule: The regular hours for this position will be scheduled between 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to the needs of the College or department or required travel for conferences and training.
Work Model: Hybrid
Compensation: Budgeted Salary: $66,56-$68,500
Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.
Physical Requirements: This is generally a sedentary position. Must be able to sit for prolonged periods of time.
Instructions: Only qualified applicants please.
Application Materials: Upload the following materials to complete your application:
- Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
- Resume: List relevant qualifications and dates of experience.
- Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).
Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.
Covid-19 Vaccination
Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.
Equal Employment Opportunity and Non-Discrimination
Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.
Safety Report
In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.
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