What are the responsibilities and job description for the Assistant Director for Admissions Systems position at Shenandoah University?

Shenandoah University’s Office of Admissions is accepting applications for an Assistant Director for Admissions Systems. This is a full-time benefited position located on our main campus in Winchester, Virginia.

The Assistant Director for Admissions Systems is integral to the success of all recruitment and new student enrollment efforts of Shenandoah University. The Assistant Director (AD) leads student recruitment efforts and the Admissions Systems office by ensuring the accurate set-up, coding, integrations, entry, processing and quality assurance of all inquiry, application, enrollment and event registration records in our Admissions CRM systems, the university Student Information System (SIS), and supporting and integrated software systems.

The AD serves as a key administrator for the Admissions CRMs and other admissions-related software systems including intersections with the university SIS system. The AD will create, monitor and examine systems processes to identify areas for improvement and increased

efficiencies; develop and execute regular and ad hoc reports to help manage recruitment initiatives; analyze systems functionality and recommend changes as needed. The AD will collaborate routinely with various university departments for the smooth and efficient exchange of integrated data.

The AD must be able to work in an organized and systematic manner, be flexible enough to work with student records at all stages in the admissions funnel and enrollment processes, and be able to effectively plan and execute in the training and supervision of full-time and student

employees. The records created and maintained by the Admissions Systems team are the foundation for communications with prospective students and admissions decisions. Timely, efficient, and accurate record maintenance is essential. The AD will collaborate with various admissions team leaders to assure the accurate set-up and on-going operations of processes and record management.

The AD develops operational standards to ensure optimal functioning and efficiency of the Admissions Systems team; maintains admissions records in a manner that ensures availability of accurate, current data and information allowing for timely decisions; fulfills reporting needs for the team; and manages full-time and student admissions systems staff members.

Reporting to the Senior Executive Director of New Student Enrollment, the Assistant Director provides foundational execution of admissions systems work for use in recruitment and decision-making initiatives. This professional also supports the success of the Division of Recruitment and Marketing through the retrieval and analysis of data providing for strategic enrollment decisions.

Primary Responsibilities :

Responsible for the management, oversight, and organization of admissions systems and data processing, including the updating of records, ensuring data integrity and access to inactive files.
Provide quality assurance and ensure a high level of accuracy in all application records in the Admissions Slate CRM and SU SIS Ellucian Colleague.

Performs regular audits to ensure data integrity of application files created or maintained by student employees.

Reports quality issues which are otherwise unresolvable to the supervisor in an expedient manner.

Serve as the key administrator for the Slate CRM and adjoining processing systems softwares, including CommonApp, 6 Centralized Application Systems, Parchment, SCOIR, and more. Perform system mappings and data structure set-ups, maintenance and updates.

Provide Admissions Slate CRM, university SIS (Colleague), document imaging and other technology training to the Office of Admissions staff on a regular basis and as needed. Provide problem solving across integrations and platforms. Serve as an office leader in new admissions software vetting and implementation.

Serve as a lead liaison between the Office of Admissions Systems and Institutional Computing, Financial Aid, Student Accounts, Registrar and the Business Office, assisting those departments with retrieval of admission / recruitment data and reports, as needed. Ensure the transfer of enrolled student records into the student information system for use by requisite offices.

Build and maintain positive relationships with campus colleagues, working closely with other departments to facilitate their role in the student admission and enrollment processes.

Supervise professional and student Admissions Systems team, providing guidance,direction, performance feedback and coaching. Coordinate the hiring and assignment of employees.

Serve as the primary contact and lead for various software and technology vendors used by the Office of Admissions (Perceptive Software, Educational Testing Service, CAS systems, etc.). Schedule and implement software and hardware updates as well as maintenance and repairs for computers and office equipment.

Maintain up-to-date knowledge and understanding of Admissions trends nation-wide, the needs of the targeted populations, the concerns that affect constituents' college-going decisions, and the institutions against which Shenandoah competes for students.

Employing on-going research to become a systems expert, use that knowledge in crafting efficient processes and data-integrity.

Assist with data retrieval, reports, and analysis of systems statuses, trends, and patterns.

Required Skills

Strong to expert computer skills with coding abilities and demonstrated competencies in Microsoft environments. Microsoft Excel and Access experience required. SQL coding experience preferred.

Exacting, diligent attention to detail with meticulous attention to accuracy and timeliness. Curiosity and determination to identify problems and provide leadership in the use of data to develop solutions.

Analytical thinking : need to understand, manipulate, and repair computer code. This sometimes entails trying to isolate a problem that could be buried somewhere in many lines of code. Ability to think through the problem and narrow down where to look.

Collaboration : Ability and willingness to effectively communicate to multiple stakeholders, employing both written and oral communication skills. Often needing assistance from another department or colleague to fix a software issue. Often involves writing code to

streamline work or solve a workflow problem, and must collaborate with those who will be using the software.

Focus : Involves focus in writing code or troubleshooting problems; Ability to be able to keep attention zeroed in on the work they are doing.

Strong interpersonal skills demonstrated in working with employees, co-workers, vendors and university administrators.

Required Experience

A bachelor’s degree from a regionally accredited college; Master’s degree preferred.

Experience or knowledge supporting the use of a CRM and a student information system preferred.

Experience working with a Student Information System (SIS), especially Ellucian Colleague, is preferred

Experience working with a Customer Relationship Management (CRM) program, especially Slate CRM product, is preferred.

Ability to manage multiple tasks in a busy office and the ability to work both independent and in a collaborative team environment.

Demonstrated skill in learning and performing with autonomy, as well as with multiple, cross-functioning teams.

Ability and willingness to work evenings and weekends as needed to accomplish all the responsibilities of the position.

Supervisory experience, particularly with young adults, is preferred.

How to Apply :

The complete application will include a cover letter, resume, and contact information for three professional references. Applications will be reviewed immediately and continue until a qualified candidate is selected.

Shenandoah University is committed to enriching its educational experience and culture through its faculty, administration, and staff diversity. All candidates are strongly encouraged to include a statement in their cover letters addressing how they can contribute to that commitment.

Note : A pre-employment background check will be required, and a satisfactory driving record may be required as a condition of hire.

Shenandoah University values individuals and communities' unique and diverse perspectives locally and globally. It seeks to foster mutual understanding in an inviting community where individuals are welcome and respected. The university does not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, physical or mental disability, genetic information, veteran’s status, or on any other basis protected under applicable law.

Strong to expert computer skills with coding abilities and demonstrated competencies in Microsoft environments. Microsoft Excel and Access experience required. SQL coding experience preferred.

streamline work or solve a workflow problem, and must collaborate with those who will be using the software.

Focus : Involves focus in writing code or troubleshooting problems; Ability to be able to keep attention zeroed in on the work they are doing.

Strong interpersonal skills demonstrated in working with employees, co-workers, vendors and university administrators.

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