What are the responsibilities and job description for the Assistant Director of Admissions Operations and Technology position at Winston-Salem State University?
Position Details
Classification Information
Position Classification Title
University Program Specialist III
FLSA
Exempt
Position Class
89612
Position Overview
Position Summary
FOR WSSU INTERNAL EMPLOYEES ONLY
The Assistant Director of Admissions Operations and Technology is a key leadership position responsible for overseeing the technology infrastructure, data management, and operational workflows within the Admissions Office. This role ensures the effective use of systems like Slate (CRM), supervises the data entry process, and manages the operational aspects of admissions, ensuring smooth and efficient handling of all aspects related to application processing, recruitment, and communication.
The Assistant Director of Admissions Operations and Technology is a key leadership position responsible for overseeing the technology infrastructure, data management, and operational workflows within the Admissions Office. This role ensures the effective use of systems like Slate (CRM), supervises the data entry process, and manages the operational aspects of admissions, ensuring smooth and efficient handling of all aspects related to application processing, recruitment, and communication.
The Assistant Director will work closely with admissions staff to optimize the use of technology, streamline operations, and ensure the accurate management of applicant data. This position will also be responsible for training and supporting staff on technological tools and processes, identifying opportunities for process improvements, and ensuring that the admissions systems and operations align with the institution’s strategic goals.
The ideal candidate will have a strong background in both technology and admissions operations, with a proven ability to manage complex systems, improve operational efficiencies, and support data-driven decision-making. This is an exciting opportunity for an individual with excellent problem-solving skills and a passion for enhancing the admissions experience through innovation and strategic planning.
Key Responsibilities:
- Manage and optimize the Slate CRM system to support the admissions process.
- Oversee data entry and ensure the integrity, accuracy, and security of applicant data.
- Streamline and improve admissions operations to enhance efficiency and reduce bottlenecks.
- Provide training and support to admissions staff on technology tools, data management, and best practices.
- Collaborate with leadership to ensure admissions technology and processes align with institutional goals.
- Troubleshoot issues related to admissions systems and ensure smooth day-to-day operations.
- Monitor trends in technology and admissions to implement strategic improvements and stay ahead of industry changes.
Qualifications:
- Bachelor’s degree in a relevant field (e.g., Information Technology, Business Administration, Higher Education).
- Experience in admissions operations or higher education administration, with a strong understanding of technology systems.
- Strong knowledge of Slate CRM or similar systems preferred.
- Excellent project management, analytical, and problem-solving skills.
- Ability to lead teams, collaborate across departments, and manage multiple priorities.
- Commitment to data integrity, confidentiality, and compliance with relevant regulations.
This is a full-time position offering competitive compensation and benefits. The Assistant Director of Admissions Operations and Technology will play a critical role in shaping the future of the admissions process, ensuring a streamlined and technologically advanced experience for prospective students and staff alike.
Information Analysis and Decision-Making
Information Analysis and Decision-Making
- Provides the data required to meet the needs of the Office of Admissions by using query management tools, researching data requests, and working with Information Technology and Enrollment Management staff in support enrollment goals and recruitment initiatives.
- Leads the design, test, documentation, and deployment of comprehensive software solutions, such as the integration and/or updates to a CRM, Banner, reporting software (WebFocus), and other platforms to assist the Office of Admissions.
- Contributes to the development of queries for the implementation of a communication plan driven by vendor-related software such as a CRM system and serves as part of the team that assesses, maintains, and conducts an annual review of application and communication tools.
- Supports University student recruitment efforts by understanding the data stored in the student information systems database tables, and maintains the integrity of the data entered into the database.
- Supports efforts to develop processes to avoid duplication of student records by understanding how each University department affects records stored in the database and works with other University departments to resolve issues related to duplicated student records.
- Ensures the efficiency of admission procedures by developing and maintaining procedure manuals for admission system users, coordinating informational updates with other administrative offices that use the admission system, and developing and managing enhanced admission services via technical tools.
- Generates various reports to submit to the Admissions Director for decision making and managing the application process.
Leadership
- Ensures compliance with the University’s undergraduate admission policy by supervising a team of 2-3 admission data entry staff and 2-3 administrative support personnel.
- Monitors the accomplishment of goals established for business practices and customer service standards.
- Trained to review and authenticate the academic credentials of applicants, determine course equivalencies, and counsel students and their families regarding admission criteria and alternatives and recommends exceptions to senior administrators when appropriated.
- Provides training (CRM) for the staff in Admissions, and develop guidelines for appropriate data collection and reporting.
Technology Management
- Design, build, update, and maintain all Slate-hosted applications, forms and application decision processes, including checklists per population, reader bins and forms, document uploads/storage, print and electronic admission and scholarship letters, and releasing of admission decisions
- Build, document, and manage all undergraduate and graduate communication plans within Slate, including email, text, and print on demand.
- Complete all annual cycle prep work throughout both Slate instances based on required deadlines and admission timelines.
- Maintain a comprehensive knowledge of Slate CRM with ongoing training/learning to stay up-to-date on all features, tools and opportunities for system and process optimization.
- Coordinate accurate and timely data sharing between Slate and the SIS, along with other institutional or application systems, including the import and reconciliation of all admission prospect and inquiry data, including internal RFI forms.
- Serve as the primary Slate expert of university staff, troubleshooting and liaising with other support systems to complete projects and solve problems.
- Optimize marketing lead conversation tracking from prospect through enrollment, provide insight into prospective student behavior through evaluation of Ping Analytics, and assist in deploying dynamic content on web pages and email plans.
- Manage and deliver reports on enrollment data, processing, and other strategic efforts for internal enrollment assessment and planning, institutional surveys, and historical data capture.
- Create, maintain, and share resources, documentation, and training for all Slate processes.
- Monitor and assess data within slate to ensure data integrity, resolve missing data points to ensure accurate and timely communication to students, and process completion.
- Create, maintain, and manage events, portals, recruitment planning, scholarship processes, queries, dashboards, rules, fields, prompts, and other tools within Slate that support recruitment and yield initiatives
Position Information
Position Number
116111
Working Position Title
Assistant Director of Admissions Operations and Technology
Building and Room No.
Cleon F. Thompson Center 206
Appointment Type
Permanent Full-Time
If Time Limited.
Appointment Length.
Requirements and Preferences
Position required to work during periods of adverse weather or other emergencies
Not Mandatory
Normal Work Schedule
8a-5p/9a-6p, some weekend and evening work required
Department Required Skills
Bachelor’s degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees
must be received from appropriately accredited institutions.
must be received from appropriately accredited institutions.
Preferred Years Experience, Skills, Training, Education
1-2 years of Slate, Banner, Admissions Pros, Web Focus, and Data Transfer experience is preferred.
Required License or Certification
Valid US Driver's License
Yes
Commercial Driver's License Required
No
Physical Required
No
List any other medical/drug tests required
Posting Details
Posting Details
Internal Posting Only
Yes
Time Limited Position
No
Appointment Length
12 months
Salary
Commensurate with education and experience
Open Date
02/21/2025
Close Date
02/28/2025
Open Until Filled
No
Special Instructions Summary
Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.
If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.
Failure to complete the application completely may result in you not being considered for the vacant position.
Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.
Winston Salem State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran and National Guard.
If you have general questions about the application process, you may contact Human Resources at OHR@wssu.edu. Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call 336-750-2834
