Sr Admissions Operations Specialist

26-Sep-2022

School of Management – Admissions

76305BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

165 Whitney Avenue
New Haven, CT 06511

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

The Senior Admissions Operations and Events Specialist provides high level support to the Yale School of Management Admissions Office. Interact directly with candidates and enrollees to update records and responds to inquiries. Oversee thorough and accurate transition of student information from admissions database to other university systems. Responsible for administrative oversight & coordination of select admissions events, expenses and related activities. Responsible for correspondence, record-keeping, and data entry related to admissions events. Key member of on-campus yield events (Welcome Weekend). Reports to the Senior Associate Director with dotted line to Associate Director for Recruiting. Coordinate the operation & internal flow of Admissions office database. Collect and organize information used by admissions office for statistical analyses. Work with internal resources & outside vendors to ensure optimal database operation. Pro-actively, independently, and consistently conduct follow-up and problem-solving with all applicants to ensure full, timely applications submitted to committee. Assist with uploading applications from outside application systems, e.g., the Consortium for Graduate Study in Management. Participate in high-volume admissions office activities, e.g., processing and tracking applications. Serve as a source of information for on-line inquiries and applicants and oversees resolution of database issues. Communicate with inquiries and applicants by phone, email, and regular mail, including via mail merge using MS Outlook, Excel, and Word. Maintain Slate records for applicants and candidates, ensuring that they are accurate and up to date. Oversee migration of information from the admissions database to Banner. Ensure all enrolled students are satisfactorily verified before the program start date. Coordinate logistics for select MBA fairs, receptions, and major events, including researching venues, evaluating pricing proposals, negotiating pricing to stay within University guidelines, scheduling venue reservations, catering, A/V equipment selection, invitations, speaker and attendee confirmation, and other related tasks. Maintain relationships with both venue staff and internal Yale staff (Business Office, Purchasing, catering, facilities), and set up events and related communications in internal admissions database. Follow up routinely with all participants to ensure optimal execution. Coordinate on-site logistics and material mailing for each event. Develop and maintain working relationships with a variety of individuals, corporations, or agencies outside Yale University. Using the relevant University systems and other reporting tools, oversee Admissions event expenses and other relevant information for events, including tracking expenses; arranging payment for supplies and services; following up with vendors, staff and other offices; generating reports on expenditures. Establish, implement and coordinate procedures to ensure compliance with all University budget regulations and reporting requirements as appropriate for events coordination. Assist with coordination with outside organizations (i.e., ReVera, Kira Talent) and other Yale departments to ensure the receipt of application materials, official transcripts, and background checks. Assist with creating content and updating the website for admitted students for optimum efficiency and timely updates for critical segment of the admissions population. Assist with student yield calls to ensure all admitted students are partnered with and contacted by current student volunteers. Assist in coordinating travel arrangements and preparing expense reports for administrative users. Provide front desk support for admissions office. Provide secondary coverage for general admissions phone and email. The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.

Dept/Section URL

http://som.yale.edu/about/careers

Essential Duties

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Intermediate or better computer skills in Windows and Microsoft products, Word, (including merges) advanced Excel (or equivalent database) Outlook (Calendar), and PowerPoint. Very strong detail orientation. Proficient in website editing and social media.

Required Skill/Ability 2:

Exceptional interpersonal & customer service skills with ability to represent Admissions Officers, YSOM, and the University professionally. Contributes ideas consistently to improve all processes for team. Strong oral & written communication skills (writing sample required at interview). Cover letters are strongly preferred.

Required Skill/Ability 3:

Strong independent judgment and capacity to take initiative in a multitasking environment with minimal supervision. Ability to relate comfortably and knowledgeably with a wide range of individuals in high-level academic and/or professional positions.

Required Skill/Ability 4:

Ability to work as a team and provide guidance and oversight, when necessary.

Required Skill/Ability 5:

Ability to adapt to changing work environment and responsibilities. Absolute discretion with confidential information and materials.

Preferred Education, Experience and Skills:

Experience in an admissions office. Experience with Banner student system, Brio query tool, and Technolutions Slate. Bachelor’s degree. Working knowledge of Yale policies and procedures. Global orientation.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

[email protected]<mailto:[email protected]>

Note

Yale University is a tobacco-free campus