Graduate and Online Admissions Operations Assistant

Description

The Graduate and Online Admissions Operations Assistant will support the Graduate and Online Admissions Department by processing undergraduate applications, maintaining data integrity, and providing customer service to prospective and current students. Key responsibilities include evaluating transcripts, managing student records, verifying supplemental documents, and ensuring compliance with institutional policies. Additionally, the role involves assisting with office administration and supporting cross-training and professional development efforts. This position requires strong attention to detail, excellent organizational skills, and the ability to communicate effectively with students, staff, and external partners.

• Serve as the point of contact for the Graduate and Online Admissions Department, managing departmental emails and phone calls, assisting with application account creation, and providing student support throughout the admissions process.
• Perform administrative and managerial tasks to support the department and Director of Graduate and Online Admission, including procurement of office supplies, processing requisitions, and scheduling meetings.
• Maintain data integrity by performing routine database edits within multiple database platforms.
• Process transcript and other supplemental documents in accordance with established policies, evaluate and apply reverse transfer credits.
• Conduct student enrollment verification using designated systems to confirm academic records.
• Review and assess student eligibility for the Connect Scholarship.
• Support online undergraduate application processing, including transcript evaluation and change of major.
• Process transient applications.
• Communicate with students and external partners to address and resolve application-related inquiries.
• Participate in professional development opportunities to enhance knowledge and skills.
• Perform All other duties as assigned by the Director of Graduate and Online Admissions.

Qualifications

Required:

• Associate’s degree from an accredited university (preferred in education, business, communication, or a related field).
• General secretarial or office management experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and other office management tools.
• Strong organizational and multitasking skills with attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving skills and the ability to troubleshoot technical and process-related issues.
• Excellent communication skills (verbal and written) and the ability to interact professionally with students, staff, and external partners.
• Customer service experience.
• Positive, professional attitude and strong work ethic.

Preferred:

• Bachelor’s degree in a relevant field.
• Experience working in higher education, admissions, student services, or a related field.
• Proficiency in data management systems, CRM platforms, and student information systems (e.g., Ellucian Colleague, Etrieve, Recruit, National Student Clearinghouse).

Application Instructions

FSA: Non-Exempt

To Apply: When you select Apply Now, you will be prompted to provide the following:

• Cover Letter.
• A current resume.
• Transcripts of all college work. Unofficial transcripts will suffice for application. Official transcripts must be submitted immediately upon employment.
• Email and phone numbers of three professional references; reference letter may be requested later.

Before hiring, the final candidate(s) must successfully pass a pre-employment background investigation, including information obtained from social media and other internet sources.

The University of West Alabama does not discriminate on the basis of race, religion, hearing status, personal appearance, color, sex, pregnancy, political affiliation, creed, ethnicity, national origin (including ancestry), citizenship status, physical or mental disability (including perceived disability), age, marital status, sexual orientation, gender identity, gender expression, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other protected category under applicable local, state, or federal law, including protections for those opposing discrimination or participating in any grievance process on campus, with the Equal Employment Opportunity Commission, or other human rights agencies.

AA/EO Employer.