Graduate Admissions Operations Coordinator

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity/Affirmative Action employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

JOB SUMMARY

The primary function of this position is to support the office of Graduate Admissions in managing the operations process and systems management necessary to move prospective students from inquiry to first enrollment. Additionally, this position will provide support for recruitment activities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

OPERATIONS COORDINATION:

• Support the operations process and systems management necessary to move prospective students from inquiry to first enrollment for Graduate, ODC/Para Pathway students.
• Maintain reporting system of historical trends in inquiry to enrollment data.
• Maintain CRM to ERP data transfer process
• Maintain data integrity of all admission databases
• Manage and maintain Graduate/ODC/Para Pathway Admission communication flows in the Slate CRM
• Produce weekly reports and other lists as requested by the enrollment team
• Daily application processing including printing, labels, data sheets, and data entry
• Assist with transition of application records to the Registrar upon enrollment
• Manage and carry out retention policy for all physical and electronic documents sent to the office
• Communicate with students about application processes and help troubleshoot issues in the enrollment process
• Respond to student inquiries as needed
• Provide feedback regarding communication strategy with students from inquiry to first enrollment
• Provide maintenance and upkeep for graduate admission website

EVENT COORDINATION:

• Schedule and coordinator monthly info sessions with counselors, program directors, and faculty for Graduate/ODC/Para Pathway programs
• Create all information sessions within CRM accurately
• Organize and keep record of all past, present, and future events for tracking purposes
• Prepare documentation and preparatory calls for all information sessions

ADMINISTRATIVE SUPPORT:

• Provide administrative support to Graduate/ODC/Para Pathway Admission recruitment team including; office supply requests, phone calls, office email/mail system and other administrative needs
• Assist with Graduate/ODC/Para Pathway email account maintenance
• Manage all data entry (Inquiries, decisions, applicants, etc.)
• All other duties as requested

REPORTING RELATIONSHIPS

This position reports to the: Director of Graduate Admission

Employee Supervision: Student Workers. Provide work direction to 4-7 student workers

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

• Must be self-directed, efficient, and detail oriented 
• A demonstrated team player who can take directives and implement them with little oversight
• Proficiency in technology/computer skills, including word processing, database, and spreadsheet applications
• Demonstrated ability to learn new information and new tasks quickly with high-level of accuracy
• Ability to work well with a diverse population (including internal and external constituents) and work under pressure in a dynamic work environment with poise and confidence
• Exceptional ability to provide ongoing support and interact in a positive, professional, organized, and efficient manner
• Demonstrated ability to problem solve and work to create new systems
• Ability to work with sensitive issues requiring high levels of confidentiality
• Ability to prioritize workload, manage projects simultaneously, and work independently while meeting deadlines
• Strong collaborative and communication skills

MINIMUM EDUCATION/EXPERIENCE

• High School Diploma required
• Minimum of one year experience working in a professional environment in an administrative function
• Minimum of one year experience with Microsoft Office, Google, Google apps

PREFERRED EDUCATION/EXPERIENCE

• Bachelor’s degree from an accredited college or university
• Experience with Banner/Workday and Technolutions Slate or higher education recruitment systems
• •Experience working in a graduate admission setting

WORKING CONDITIONS / EQUIPMENT

Must be able to perform the following essential functions with or without reasonable accommodation:

• Must be able to work at a desk and on a computer for extended periods of time.
• Ability to lift at least 25 lbs. on an occasional basis.
• Ability to travel on and off campus locations

ADDITIONAL INFORMATION

• This is a full time, 1.0 FTE non-exempt position which requires a minimum of 40 hours a week, 12 months a year.

All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.