Department Education Coordinator, Law School

The Department Education Coordinator is part of the Admissions Office at the Law School, and is a key individual contributor who is responsible for handling Admissions Office contact with prospective students and the public by phone, email, and in-person; processes confidential applications and application materials; provides support for Admissions Office recruiting events including shipping materials to event venues across the nation; coordinates campus visits for prospective students; and provides other administrative support to the department.

Among the nation’s leading law schools, Vanderbilt stands out for its distinguished faculty; highly talented students; collegial and collaborative school culture; graduates’ top-tier employment outcomes; and global alumni network. The Admissions Office team of six professionals and three support staff is responsible for student recruitment, admissions, and scholarships for Vanderbilt’s highly ranked J.D. program; its LL.M. program for foreign-trained attorneys; and J.D. transfers, and also responsible for admissions to the online Master of Legal Studies (MLS) program. As part of the J.D. application process, our unique Admission Interview Program includes more than 800 VLS alumni conducting in-person interviews across the nation and around the world, and through the generosity of VLS alumni, our pathbreaking Access2VLS grants help to pay tuition costs not covered by a student’s combined Law School scholarship, external scholarships or tuition benefits, and family contribution. The Admissions Office serves prospective students, the Law School, and the legal profession through its commitment to high standards of professional conduct and ethical behavior; accuracy and candor in providing information to prospective students; adherence to principles of equity and inclusion; respect for confidentiality; and excellent customer service.

Duties and Responsibilities Office Communications
• A primary point of contact for J.D. admission inquiries – requires mastering extensive information about the Law School and Admissions Office print, digital and website electronic information resources.
• Answer email for the general admissions inbox and MLS inbox or distribute email to appropriate staff members.
• Answer telephone calls courteously and professionally.
• Greet and assist in-person visitors.
• Handle difficult situations in a “high stakes” environment.
• Use Slate admissions database / customer relations management system.
• Process incoming physical mail: upload to applicant record or distribute to admissions staff.
-    Monitor Admissions web pages to propose updates, corrections or other changes.

Application Processing
• Use Slate system to process JD and transfer electronic applications as they are received.
-    Use Slate to process MLS applications as the primary point of contact.
• Run various Slate queries for application processing. This entails the Alumni Connection and Military Service queries.
• Identify missing materials / incomplete items and resolve as appropriate.
• Update application status as appropriate.
• Maintain the mail file to ensure that documents arriving in advance of an application are matched with new applications and that new documents are matched with existing applications as quickly as possible.
• Handle large volume of communications with wait-listed applicants.
• Monitor receipt of all final transcripts for matriculated students.
• Accept special project assignments.
• Alert ITS of Slate issues.

Coordinate Recruiting Events and Materials
• Ship recruiting event materials for the fall recruiting season and track delivery.
• Enter prospect information into Slate.
• Monitor and respond to requests for printed materials received through VLS Web site.
• Import and edit prospect information received through LSAC Forum files.
• Send follow up emails to prospective students from recruitment events.
• Assist with large mailing projects.

Coordinate Campus Visits for Prospective Students
• Schedule group and individual visits for prospective students and monitor web-based self-service campus visit scheduling system.
• Coordinate with faculty members to schedule class viewings. Notify current student ambassadors of class escort schedule.
• Send confirmations to scheduled visitors and reminders to scheduled ambassadors and faculty.

Provide Administrative Support to the Department
• Responsible for office purchase orders, submitting MORs, processing travel reimbursement for student visitors, and other financial/accounting needs of the department.
• Order and organize office supplies and recruitment materials using a P-card.
• Maintain inventory of supplies.
• Assist colleagues during peak and high workload times.
• Conduct VLS tours as a backup to officer- or student-guided tours.
• Assist with catering needs for on-campus recruiting events such as Admitted Students Programs.

Supervisory Relationships
This position does not have supervisory responsibility; the position reports administratively and functionally to the Assistant Dean for Admissions.

Qualifications
Bachelor’s degree or equivalent relevant experience is necessary. 
A minimum of 1 year of relevant experience is necessary.
Experience in a higher education setting or student services environment is preferred.