Assistant Director of Admissions – Operations and CRM Management

Alverno College
Exempt Position Description

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Position Title: Assistant Director of Admissions – Operations and CRM Management

Department: Admissions Date: January 2025

Reports To: Vice President for Enrollment Status: Fulltime/12-month

Primary Function: Assistant Director of Admissions – Operations and CRM Management is
primarily responsible for: 

Managing the computer-based admission system; providing data
required for management decisions; supporting the recruitment
communication flow; supervising the implementation and processing of
inquiries, applications, and acceptances for all populations; 

Harnessing data and providing analysis that will inform and guide
Alverno’s enrollment management and admissions decisions 

Oversee meeting training needs for staff in regards to new existing and
new technology that supports the work of enrollment management and
Admissions.

Position manages 3 support staff members in Admissions.

Secondary Be collaboratively involved with and support college-wide Admissions
Function: recruitment efforts

Principal Responsibilities

1. Serve as the functional expert on the college’s CRM system, Ellucian CRM Recruit. Look for
opportunities to leverage the capabilities of the system to further enhance the recruitment efforts
of the Admissions office.

2. Provide technical expertise to support the continuous development, testing, implementation, and
maintenance of CRM Recruit processes across all functional areas. Notify staff of timeline and
when installation and testing is complete. Contact system vendors for technical assistance.

3. Monitor the integration between the CRM and the ERP system, Colleague. Serving as the
Admission office’s Colleague Coordinator, participate in monthly meeting, perform testing,
request new users and approve security roles, enter support tickets, and maintain overall data
integrity between the CRM and ERP.

4. Engage externally with third-party vendors (e.g. Ellucian, Encoura, EAB, National Student
Clearing House, Emma, and Mongoose) to transfer and integrate data resources between
platforms and systems. Perform regular data pulls for vendor partners. Contact system vendors
for technical assistance.

5. Perform daily activities related to the regular maintenance and administration of the CRM. This
includes but is not limited to: assisting with the creation of data imports and exports processes;
maintaining and updating queries and rules; troubleshooting issues across the system; and
developing CRM best practices.

6. Work with the Director of Admissions and admissions staff to manage communication plan and
deliver a high volume of messages to contacts within the CRM. Other communication projects as
required.

7. Collaborate with members of the admissions team as assigned by the Director, to identify and
implement regular and annual improvements to admission processes and CRM. This involves
identifying business processes that can be enhanced through creative solutions and developing
technical improvements to workflow, efficiency, and security.

8. Provide ongoing analysis on Admissions system use (CRM Recruit, Colleague, Informer, Outlook,
etc.) and develop a plan to maximize our use of existing technology, including suggestions to
implement new systems to support and improve the enrollment process, our operational
performance and our capacity to attain strategic Admissions objectives.

9. Maintain updated documentation of existing and new processes as updates are implemented
and, with instruction from the Director of Admissions or other senior members of the admissions
staff, provided training and instructions for staff. In addition, the incumbent will create, update,
and maintain on an annual basis a detailed timeline of tasks and processes as it pertains to the
role.

10. Work with Admissions to identify and carry out approved data projects and reporting to enhance
the effectiveness of admissions activities. Look for opportunities to use data to improve
recruitment efforts by developing reports for admission planning and analysis; and ensure the
integrity of admission data and systems.

11. The position also works internally with other offices, including Financial Aid, Information
Technology, Registrar, Student Accounts, Student Development and Success, and Academic
Affairs.

12. Supervise record processing support start and manage the daily administrative operations of the
office, including developing procedures to ensure data accuracy, sound file management, timely
incoming and outgoing correspondence, etc

13. Support Admissions related events as appropriate (e.g., open house, information sessions,
orientations, scholarship award dinner).

14. Respond accurately and in a timely manner to various surveys throughout the year.

15. Perform other duties as necessary to support the mission of the College.

Qualifications

1. Bachelor’s degree required. Master’s degree preferred.

2. 3-4 years of experience in CRM administration, business analytics, data and research, or information
technology required.

3. Requires familiarity with Microsoft Office and database systems, Ellucian Colleague preferred.

4. Requires demonstrated experience leading, guiding and directing others, preferably in a technology
and/or higher education environment.

5. Willingness and ability to occasionally travel and work some evenings and weekends.

6. Requires excellent written and oral communication skills including the ability to articulate complex
systems solutions to a non-technical population. Requires the ability to communicate and respond to
both internal and external customers professionally and in a timely manner. Must have the ability to
read, interpret, write and complete documents such as reports, operations plans, general
correspondence, and training material.

7. Requires strong organizational skills and the ability to multi-task, prioritize, and work with frequent
interruptions. Must have the ability to professionally respond to variations in schedules and plans.

8. Strong problem-solving and collaborative skills including the ability to develop innovative approaches
and ideas and meet challenges with resourcefulness.

9. Work independently and collaboratively as a member of a team.

10. Demonstrated effectiveness in achieving goals.

11. Ability to work with diverse clientele.

12. Requires the ability to regularly walk, stand, talk and hear. Must have the ability to frequently lift
and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds.

Working Conditions

General office environment

Occasional travel

How to Apply
Apply online at https://www.alverno.edu/jobs/apply/login.php.

Please attach your cover letter, resume, and list of references to the online application
Alverno College is an Equal Opportunity Employer and committed to workplace diversity.