Admissions Specialist

Job Summary:

The Admission Specialist is responsible for the student applicant decision. Evaluates each potential student’s application documentation, including testing, prior work transcript, residency, and proficiency in English, Writing and Math to determine eligibility for admissions to OSU-OKC in accordance with established state and university policy.Provides front-line relationship management and an accurate representation of the applicant with the supervisor and supporting departments.Manages and documents the ongoing relationship between the university and applicant in the customer relation management system and corresponding system of record.Using all information provided, the individual is responsible for making the final decision on admissions and placement to college level and clearly and promptly communicating to the potential student.

Essential Job Functions:

• Ensure institutional compliance with university and OSRHE policies in the presentation, evaluation, and acceptance of each student.
• Process applications for admission within operational systems following strict data standards guidelines.
• Maintain a current understanding of federal, state, and institutional policies, procedures, and processes, and professionally communicate these to faculty, students, and staff.
• Review, assess and document transcripts, understanding and applying curriculum review, and determining course equivalencies.
• Review and document standardized acceptance tests, test scores and/or prior learning to determine program acceptance, if applicable, and placement, and evaluate and calculate prior learning and proficiency in English, Writing and Math for both secondary and post-secondary applicants.
• Evaluate and verify support documents for the determination of international and in-state/out-of-state residency.
• Serve as liaison between the applicant and supporting departments to ensure accurate representation of the applicant in the admission decision.
• Ensure all applicants are communicated with accurately, timely, and regularly so they have confidence in the application process and admission decision.
• Serves as a Designated School Official (DSO) for International student admission. Under the direction of the Primary Designated School Official (PDSO), works within the SEVIS system to issue initial I-20’s, monitor academic progress, and maintain student records in compliance with Department of Homeland Security guidelines.
• Document all work in the customer relation management system’s university system of record and document image all information to create the student electronic file. Follow the document verification and destruction schedule in compliance with state historical record management policies.
• Retain accurate student records and maintain student confidentiality by observing policies related to student privacy (FERPA).
• Assist in campus-wide retention efforts as applicable to this position.
• Participate in departmental documentation and process improvement efforts.
• Complete all mandatory training and participate in a minimum of two professional development opportunities each year.
• Perform other duties as assigned.
  
  

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Special Instructions to Applicants

Resume and Cover Letter required for full consideration. Copies of all current certifications due upon hiring

Education & Experience

Position Qualifications:

Minimum Qualifications:

Work Experience:

• Minimum of three years of progressively responsible work experience.
• Customer service-oriented person who has experience working in an office setting in a fast-paced environment.
• Experience in understanding policy and application of knowledge to render accurate decisions.
  
  

Knowledge, Skills, and Abilities:

• Ability to handle multiple tasks and prioritize effectively.
• High degree of integrity; ability to work in a sensitive, highly confidential and professional environment.
• Ability to manage multiple priorities imposed by frequent deadlines, peak workloads and public/student contact, and adapt to change.
• Strong interpersonal skills and ability to communicate diplomatically, clearly, and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately with all students, faculty, staff and community partners.
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Outlook) and CRM systems.
• High degree of initiative to work independently and also collaborate in a team environment.
• Accurate typing/data entry skills and demonstrated ability to work with attention to detail.
• Ability to use analytical and critical thinking skills to interpret written policies and procedures and make appropriate and logical recommendations, documenting reasoning.
• Ability to perform basic math functions.
• Experience and confidence speaking in front of students.
• Passion for assisting students with educational endeavors and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.
  
  

Education:

Associate degree or equivalent related experience with some college.

Preferred Qualifications:

• Bachelor’s Degree
• Previous work experience in a college admissions office or related field.
• Previous experience managing and maintaining records through the utilization of databases and/or electronic communication tools.
  
  

Working Conditions:

• Must be able to work a flexible schedule to include some evenings and weekends.
• Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.
• Position requires repetitive desk to counter mobility.
  
  

Physical Requirements:

• Duties require extended periods of sitting, talking and listening.
• Duties require extensive use of computers, telephone and other office equipment.
• Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).
  
  

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.

Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.