GPS-Admissions Operations Coordinator

General Summary of Position:

The GPS Admissions Operations Coordinator is responsible for supporting the admissions process by ensuring accurate and efficient management of application processing and decision release. This role is integral to maintaining the integrity of applicant data, coordinating document intake, and providing operational support to faculty and staff during the evaluation and decision-making process. The coordinator also acts as a liaison between applicants and the admissions office, providing guidance and clear communication throughout the application cycle.

In addition to maintaining admissions data systems and generating reports for analysis, the coordinator plays a key role in ensuring compliance. The role also involves collaborating with various campus departments, including recruitment, student success, and the registrar’s office, to ensure prospective students receive a high quality of service. By facilitating the transition from admissions to enrollment, the GPS Admissions Operations Coordinator contributes to a seamless applicant experience from the first inquiry to the final decision.

Essential Job Duties:

Application Processing and Decision Release:

GPS Admissions Operations Coordinator will be responsible for completing a variety of tasks as assigned by the supervisor. The supervisor may assign a selection of the following duties based on operational needs:

• Ensure accurate data entry and integrity in the admissions system.
• Coordinate the intake, evaluation, and tracking of application documents (transcripts, test scores, recommendation letters, etc.).
• Monitor the completeness of applications, following up with applicants for missing information.
• Coordinate with academic departments on the evaluation and decision-making process.
• Perform regular audits and updates to ensure the accuracy and completeness of applicant data.
• Generate reports from admissions systems for tracking, analysis, and forecasting purposes.
• Support the supervisor in ensuring that the admissions process complies with institutional, state, and federal regulations.
• Stay informed of and implement changes to admissions policies and procedures.
• Safeguard sensitive applicant data in accordance with privacy laws and university protocols.
• Support faculty or committees in the application review process, ensuring that files are complete and ready for review.
• Assist in the transition of admitted students from the admissions process to the enrollment phase, ensuring a smooth handoff to the appropriate departments.
• Track enrollment decisions and assist in managing enrollment deposits and confirmation processes

Communication and Applicants Support:

• Serve as the primary point of contact for applicants, responding to applicants’ questions via various communication channels.
• Provide guidance to prospective students on the admissions process, deadlines, and requirements.
• Communicate admissions decisions and follow up on enrollment procedures for admitted students.

Collaboration and Representation:

• Collaborate with the recruitment team, student success team members, the registrar’s office and international students and scholars’ office to ensure GPS prospective students are served with high quality of services.

Other Job Duties:

• Performs other related duties as assigned

Working Conditions:

• Must work one evening shift per week, and have flexibility to work occasional evenings if needed.

Minimum Qualifications (Required):

• Bachelor’s degree required
• Plus 1-3 years admissions, recruiting outreach experience
• Experience in Continuing Education preferred

• Will consider candidates with HS Diploma or GED/equivalent plus 5 years direct experience in university admissions setting.

• Demonstrated ability in the use of Microsoft Word, Excel, PeopleSoft Student Information System, application systems such as Slate and CRM solutions such as Salesforce.
• Capable of maintaining confidentiality
• Must have strong organizational skills
• Must have the ability to work well under pressure and set priorities
• Outstanding interpersonal public speaking and customer service skills
• Excellent writing ability
• Demonstrated ability to perform in a fast-paced, high volume environment

Additional Considerations:

• Proven ability to perform and thrive both independently and as a contributing member of a team are essential.
• Perform multiple tasks in a timely fashion. Understanding of the needs of non-traditional learners
• Ability to work outside of business hours to support admissions team in events

Promote the university’s commitment to customer service by:

• Build effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.
• Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles.

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.

This is an SEIU 888 Professional Union position, Grade P14.

Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications is received.

Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.