Assistant Director of Admission Operations

Assistant Director of Admission Operations
Admission

Description

JOB SUMMARY: The Assistant Director of Admission Operations plays an essential supporting role in the management of Slate by Technolutions, the Admission Office's CRM, and Colleague by Ellucian, the College's SIS. The position is responsible for importing and exporting data, processing materials and requests, preparing for and releasing admission decisions, and managing the Events, Scheduler, Availability, and Trips functions in Slate. The Assistant Director has responsibilities and opportunities that mix daily tasks (critical for office functions) with ongoing projects (developing Slate functionality in creative and helpful ways).

Time management, meticulous organizational skills, attention to detail, flexibility, creativity, and the ability to work as a motivated self-starter are critical for success in this position. This role is part of a team that takes a hands-on approach to troubleshooting functional, process, and application-related system issues, and to manage these through to resolution.

Employment Type: Full-time (1.0 FTE), Benefits-Eligible, and Exempt (Salaried)

Salary Range: $45,000-54,000

MAIN RESPONSIBILITIES:

Data Importing and Exporting

• Support enrollment goals by ensuring prospective student data imports accurately and is uploaded on a timely basis.
• Export and verify data from Slate to the College's student information system, Colleague by Ellucian. (This is moving from a manual to semi-automated process, which will increase the data being exchanged between databases but require additional quality control.)
• Initiate Slate imports or manually enter data in an accurate, productive and timely manner by utilizing and maintaining standard imports or creating new imports that follow set standards and best practices for data formatting and security.
• Carefully review, verify, and consolidate data, helping to ensure accurate and usable information.
• Create, develop, and manage the Organizations and Organization Contacts datasets within Slate, keeping records for high schools, college counselors, CBOs, and other feeder institutions.
• As requested, create queries and reports using Slate (for CRM-held data) or Informer (for SIS-held data).
• Utilize the Slate community and other resources to solve problems and improve Gustavus' use of Slate.
• Provide recommendations for improvement, and communicate any system changes, upgrades, issues, or clarifications to end users.

Processing Materials and Requests

• Manage a Google Group (email inbox) used by staff to request operational assistance.
• Fulfill staff requests, such as fixing data, merging records, adding materials, uploading data, etc.
• Assist with external phone inquiries (using Google Voice), with care and positivity, helping callers directly or distributing their requests to other staff.
• Matching materials with student records, making sure that the correct materials are added to students' records.

Preparing and Releasing Admission Decisions

• Coordinate weekly, year-round release of admission decisions, maintaining accuracy while efficiently moving through each step of the process.
• Update and maintain online letter templates for all types of admission decisions.
• Calculate unweighted GPAs from high school transcripts, so that scholarship awards can be determined.
• Export application data and admission decisions from Slate to Colleague, manually or through the automated process.
• Prepare mailing lists, letters, and packets which other staff will print and assemble (if the Assistant Director is working remotely).
• Release online decisions, ensuring that 100% of the applicants are receiving their correct decision.
• Process deposits received, confirming payments, updating student statuses in Slate and Colleague, and sharing data with campus partners.

Events, Scheduler, Availability, and Trips

• Manage all Event templates, including form building and accurate data mapping.
• Coordinate with the Senior Associate Dean for campus visits, making sure events are posted seasonally in a timely manner.
• Update all event template communications, utilizing conditional logic (Liquid Markup) and requiring a basic understanding of HTML coding for emails.
• Build surveys for all events, using Slate forms.
• Create all types of events, updating settings as needed (location, limits, descriptions, waitlists, etc.).
• Update public-facing event calendars in Slate, transitioning from Event Landing Pages to Portals.
• Develop processes for connecting Google Calendar and Slate Events.

Prerequisites

MINIMUM QUALIFICATIONS:

• Active Slate and Colleague training and experience, including basic understanding of fields and data mapping, source formats/imports, and Slate event functionality.
• Previous experience in higher education with emphasis on recruitment, admission and/or enrollment management.
• Excellent time-management, organizational, problem-solving, and verbal/written communication skills.
• Detailed oriented and experience working both collaboratively and independently.
• Process-driven, with proven ability to follow instructions and a willingness to adapt and do things in new ways.
• A high school diploma or equivalent.

PREFERRED QUALIFICATIONS:

• Experience with analysis and refinement of information system business processes.
• Experience and knowledge of Common App SDS, Parchment and related document services.
• Ability to effectively prioritize competing requests, while keeping lines of communication open with impacted stakeholders.
• Strong troubleshooting skills, including the ability to diagnose a problem and implement a solution.

WORKING ENVIRONMENT:

• The role can be fulfilled entirely through remote work, though on-campus and hybrid work are options, depending on the candidate's circumstances and skills.
  • During the interview process, candidates can state their preference and a working location agreement will be made at the point of offering the position.
  • If an out-of-state candidate becomes a finalist and intends to work fully remotely, additional discussions will be required to address necessary employment considerations or alternative arrangements.
• Regardless of the working location, the Assistant Director will nearly always work standard College hours, from 8 a.m. to 4:30 p.m. Central Time, so as to be available to the team. A flexible/time-shifted schedule is possible, short term, with notice and approval. As a salaried position, potential overtime and weekend work, though rare, may be required, depending on workload.
• As part of the admission operations team, the Assistant Director works closely with the AVP for Enrollment Management, Associate Directors of Admission Operations (who focus on Slate development and communications), student assistants, and other Admission, Financial Aid, and Marketing & Communications staff.

Application Procedures: To apply for this position, please continue the process on our website, www.gustavus.edu/humanresources/employment to complete the online application and submit your resume and any supporting documents.

Gustavus offers competitive and comprehensive benefits which include:

• Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance
• Workplace accommodations for physical or mental health concerns
• Onsite health services
• Free parking, exercise classes, and use of library and athletic facilities
• Paid parental leave
• Employer contribution to retirement savings plan (after one year of employment)
• Tuition scholarships for dependents
• Tuition benefit plan for employees and spouse
• 13 paid Holidays generous PTO plan

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities.

Gustavus Adolphus College is one of the nation's leading private liberal arts colleges serving approximately 2,000 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus is located on a scenic 340-acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities.

Contact

David Kogler | dkogler@gustavus.edu | 507-933-7535

Posted: Wed Apr 9, 2025

To apply, visit https://gustavus.edu/employment/job/2294

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