Assistant Director

Position Number:

108720

Position Title (Classification Title):

Assistant Director 108720

Working Title:

Assistant Director

Job Summary:

The Assistant Director supports the Director of Undergraduate Admissions and the Director of Enrollment Systems and Operations in planning and coordinating admissions functions, with a primary focus on overseeing freshman and non-degree application processing and operations. Additionally, the Assistant Director serves as a Banner security expert and ITS liaison for the department. This role includes supervising and training full-time, part-time, and student staff who directly support admissions operations, particularly in freshman and non-degree application processing.

The Assistant Director is responsible for managing department-wide Banner security, administration, and staff training in accordance with university policies and procedures. They oversee the coordination and submission of Florida Board of Governors admissions reports, either by term or as requested. The Assistant Director works closely with Undergraduate Admissions leadership to interpret, implement, and educate staff on admissions policies and procedures, as well as relevant state and federal regulations.

This position also requires meticulous documentation of all processes and procedures. The Assistant Director oversees applicant residency reviews and contributes expertise in developing and interpreting university admissions policies and state legislation related to their area of supervision. They evaluate and innovate new business processes to improve efficiencies and support department goals.

In addition, the Assistant Director serves as a liaison with the Office of the Registrar to ensure the integrity of student records and regularly collaborates with the Assistant Director of Transfer Processing and the Assistant Director of the Slate CRM. In collaboration with the leadership team, they ensure university enrollment goals and objectives are met, and that deadlines are effectively planned and adhered to.

Department

Office of Undergraduate Admissions

FLSA:

Exempt

Minimum Qualifications:

Masters degree in an appropriate area of specialization and two years of appropriate experience: or a bachelors degree in an appropriate area of specialization and four years of appropriate experience.

Position Qualifications:

Requires a background and experience in higher education, with a strong understanding of state and federal guidelines related to the confidentiality of student records. Familiarity with policies and procedures set forth by the Florida Department of Education, the Florida Board of Governors, and the University of West Florida is essential. Must be able to interpret Board of Governors regulations and relevant state statutes and policies. Experience in admissions is required. Must be able to effectively communicate and interpret procedures and policies to university deans, directors, department chairs, and other authorized personnel and agencies. Ability to interpret transcripts and calculate GPA for applicants is necessary. Requires sound judgment in evaluating and differentiating information across various educational systems, and the ability to make residency decisions. Proficiency in supervision and Banner Security is required.

Preferred Qualifications

Knowledge of degree programs, university facilities, and services available to students. Proficiency in university Google accounts.

Essential Functions / Job Duties:

• 45% - Oversees the daily management of admissions operations, with a primary focus on freshman and non-degree applications, by supervising staff responsible for admission decisions, as well as part-time and student staff who contribute to the process. The Assistant Director supervises the Dynamic Form residency process, cancellation requests, Freshman SSAR Validation Process, and high school evaluations for transfer applicants. They also manage unmatched documents, master audits, major changes, residency appeals, transcript processing, GPA calculations, SSAR review, application build, and BDM routing statuses, in addition to overseeing term changes for all student types. The Assistant Director is responsible for completing the daily application push, records requests, managing the Argos Pathway to Success Confirmation process, and maintaining attribute data. Key responsibilities also include the annual review and update of decision letters, mass cancellation of applicants by term in Banner, deletion of duplicate applications, determining record authenticity, test score validity, and ordering final high school transcripts via Banner/FASTER. They also oversee residency processes and mass updates to residency status, and coordinate Federal Work Study (FWS) for the department and staff performance reviews. Additional duties include rendering admissions decisions, ordering decision letters and labels in Banner and/or Slate, processing scholarship letters, collecting final high school transcripts each term, updating SSNs via student data change form requests, creating FICE and CEEB codes in Banner, processing application fee refunds, and managing email and phone communications with staff, families, stakeholders, and applicants. Other daily tasks are assigned as needed. - (Essential)
• 15% - Establishes and maintains regular communication with departmental representatives and admissions staff, collaborating closely with the Assistant Director of Transfer Processing. Provides training to freshman and non-degree staff, part-time staff, student workers, and the broader department on their assigned duties and on the effective use of Banner. Counsels prospective students, applicants, admitted students, and other stakeholders about the admissions process. Takes responsibility for coordinating and training staff on Banner and works with other personnel to ensure consistent and effective training across the department. Represents the university at student recruitment events, as well as regional and national conferences, and at admissions-related functions, which may require occasional out-of-town travel. Communicates with representatives from College Board, SSAR, Common App, CLT, SAT, and ACT as needed. - (Essential)
• 20% - Interprets and administers policies, procedures, and regulations as established by the Florida Department of Education, Board of Governors, and the University of West Florida related to admissions. Reviews and evaluates existing policies and procedures, providing recommendations to the Director for improvements. Coordinates and interprets freshman and non-degree procedures and policies for directors, departmental chairs, and other authorized personnel and agencies. Makes policy development recommendations to the Director concerning freshman and non-degree admissions. Responsible for the preparation and submission of Board of Governors (BOG) reports. Promotes honesty, integrity, and the ability to handle all aspects of student records with confidentiality and respect. - (Essential)
• 15% - Serves as a liaison and Banner subject matter expert for ITS Banner upgrades, working closely with the Office of the Registrar and other campus entities to ensure the accuracy of student records and the effective use of the system. This includes overseeing the coordination of "heart pump" and the mass cancellation of application records. Additionally, assists in maintaining ITS integrations and automations, including but not limited to ACT, SAT, CLT, FASTER, SSAR, application checklist syncer, application checklist items, and the Electronic Transcript Viewer, to ensure seamless data flow and operational efficiency. - (Essential)
• 5% - Acts as the Banner security expert for the department, managing security requests and user access. Responsible for conducting bi-weekly and annual reviews of security protocols, as well as overseeing SSN audits to ensure compliance and safeguard sensitive information. Assist with and/or participate in Enrollment/University events as needed. Other duties as assigned based on departmental, unit and/or divisional needs. - (Essential)

Physical Demands:

• Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
• Impact of Deadlines: Externally imposed deadlines set or revised on short notice. Frequent shifts in priority. Numerous interruptions requiring immediate attention. Unusual pressure on a daily basis due to accountability for success of major projects.
• Standing: Daily
• Walking: Daily
• Sitting: Daily
• Reaching with hands and arms: Daily
• Climbing or balancing: Occasionally
• Stooping: Occasionally
• Use of hands to handle objects: Daily
• Lifting up to 10lbs: Occasionally
• Lifting up to 25lbs: Occasionally
• Lifting over 25lbs: Occasionally
• Talking as express or exchange of ideas verbally: Daily
• Hearing as perceive sound by ear: Daily
• Vision as distinguish colors & depth: Daily

Special Requirements or Considerations of the Job:

• This position requires a criminal background screen.
• This position requires fingerprinting.

Number of Vacancies

1

Work Hours

8:00 a.m. - 5:00 p.m., Monday-Friday

FTE

1.0

Salary Range

$64,977.00

Pay Basis

Annually

Preferred Response Date:

03/20/2025

Special Instructions to Applicants:

Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references. References will be contacted upon submission of this application. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu.