OFFICIAL JOB TITLE: Associate Director of Admissions
DIVISION: Enrollment Management
DEPARTMENT: Admissions Office
BARGAINING UNIT STATUS: ESU, Cat. 16
FLSA STATUS: Exempt
Salary for ESU: Salary ESU
EEO STATUS: 32
JOB CODE: 0140
REPORTS TO: Director of Admissions
SUPERVISES: All Administrative staff including data entry personnel, receptionists, Clerks, Administrative Assistants and seasonal employees, as well as non-tour guide student employees.
SUMMARY PURPOSE OF POSITION: Responsible for oversight of the operational infrastructure of the Undergraduate Office of Admissions to include supervision of the administrative staff. Utilizing computing and information systems, this role manages staff, successfully implement systems, programs, practices, services, and workflows integral to timely processing and business analysis of undergraduate student application data from initial submission through determination and matriculation. The primary responsibility will be leveraging the capabilities of new, modern admissions systems and technologies to improve efficiency and facilitate collaboration; and reviewing and selecting undergraduate applicants (First-year, Transfer and International). The Associate Director coordinates activities surrounding maintenance and operation of student information system and maintains appropriate mechanisms for ensuring data security. Additionally, the Associate Director serving as departmental data custodian will liaise with the Common Application, UITS, Office Data Analytics, and Institutional Research as well as variety of offices on campus in order to help the university meet its enrollment goals.
Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.
EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:
- Manages all activities related to admissions operations to ensure data integrity and timely processing of all applications and supporting documents
- Leverages systems to improve operations processing and activities related to constituent interactions with the Office of Undergraduate Admissions
- Utilizes computing and information systems to proactively identify operational challenges and recommend appropriate changes/solutions to improve in systems, practices and personnel. Collaborates with other offices, UMass System and associated stakeholders to execute system implementations, upgrades and testing
- Serves as a primary contact and subject-matter expert for university personnel regarding admissions processing, reporting and databases. Collaborates with numerous units regarding databases, reporting, batch runs, logic requests, system modifications, testing, systems development, and design
- Provides leadership and direction for emergency troubleshooting of system issues. Collaborates with associated stakeholders to identify root causes and facilitates communication with direct-reporting staff and stakeholders
- Ensures timely and accurate preparation of application files for counselor review and decisions through effective management in all appropriate systems based on University of Massachusetts and the Department of Higher Education admission standards
- Sets Admissions Services work priorities and operational goals to ensure Enrollment Management timelines and targets are met
- Supervises all administrative staff including hiring, training, identifying work expectations, performance evaluations, approval of leave time, discipline, etc. Oversees the supervision and training of student employees as it relates to operational work
- Manages and monitors employees’ productivity and efficiency. Reviews work for completeness and accuracy
- Develops and maintains positive working relationships with others. Fosters a customer service-oriented environment
- Actively participates in all admissions service’s unit responsibilities, including work routinely performed by reporting staff. Responsible for covering duties as needed during times of high work volumes and/or employee absences, or other special circumstances
- Ensures accuracy of inquiry records and oversees timely and accurate correction of suspense files
- Works with designated enrollment staff to manage the deferral of admission process
- Ensures accurate recording of application and enrollment fees and coordinate with other departments such as Student Service Center, Financial aid, Registrar and Bursar
- Reviews applicant residency requests. This includes reviewing a student’s background in Massachusetts and other factors that may allow for in-state residency
- Prepares and maintains admissions services procedure manuals. Organizes and implements back-up systems
- Empowers and delegates related work to direct reports in order to allow for dissemination of work across the staff and assuring completion of work in a timely manner
- Coordinates the review of admissions applications by professional staff, including reading and evaluating files as necessary
- Interacts with college Deans, faculty advisors, and department chairs on matters relating to the criteria used to admit students to the University’s undergraduate programs
- Serves as the department lead professional on all matters pertaining to technology, including, admissions web page, Peoplesoft, Summit, CRM and document imaging as well as serving as data custodian, representing the department on system upgrades or modifications both on-campus and at central location, providing all training to department staff, coordinating student information system maintenance and operations, overseeing data security issues, etc.
- Prepares and distributes admissions statistical reports to campus administrative constituencies
- Assumes administrative responsibility of the office in the absence of the Director of Admissions
- Ensures optimum service to all internal and external partners in response to all requests related to admissions for service and information
- Maintains an environment that is welcoming to persons of all backgrounds, nationalities, and roles
- Builds effective partnerships with co-workers throughout the university by freely sharing appropriate information and providing assistance when needed
- Performs other job-related duties and responsibilities that may be assigned and/or the job description changed periodically to reflect changing organizational needs
EDUCATION: Bachelor’s degree required
EXPERIENCE: Significant (over 5 years) experience in admissions, with staff supervision, training, and project management experience.
OTHER: Willingness to work and succeed outside of a conventional workweek that includes local and regional travel. Frequent weekend, and evening hours required. A valid driver’s license and reliable transportation is required.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
- Ability to critically read and analyze applications for admission required
- Ability to work with students, parents’ school and college counselors around sensitive issues
- Strong strategic thinking skills, strong oral and written communication skills
- Demonstrated good judgement and discretion
- Ability to understand and communicate university policies and procedures
- Ability to serve as liaison with the academic personal on and off campus and take responsibility for developing and managing important aspects of the program
- Strong interpersonal, organizational, writing, and public speaking skills
- Demonstrated ability to train and supervise staff
- Ability to use computer database for admissions
- Work experience in activities that involve contacts with college-bound students and the public
- Experience with Slate, Peoplesoft, SIS, Summit, Helio, Common Application, Coalition Application, Salesforce and other related technologies
- Previous experience in higher education
- Previous management experience
- Master’s degree
UMass Dartmouth offers exciting benefits such as:
75% Employer-Paid Health Insurance
Flexible Spending Accounts
Long Term Disability
State Pension Retirement Plan
Optional Retirement Savings Plans
Tuition Credit (Employee, Spouse, & Dependents)
Twelve (12) paid holidays
Paid personal, vacation, and sick time
Benefits for ESU Union: ESU
Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.
UMass Dartmouth requires COVID-19 vaccinations for all faculty, staff, and students who wish to work, live, learn or physically come to campus. Read More.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline for internal applicants is March 7, 2023.
The review of applications will begin March 8, 2023.