Admissions Operations and Data Specialist

Job Posting Location:

Claremont, CA

Job Posting Title:

Admissions Operations and Data Specialist

Job Description:

JOB PURPOSE: Pomona College seeks a detail oriented and thoughtful professional staff member who will contribute fully to the operations and data teams of the Admissions Office. This position supports admissions operations, enrollment technology, application processing, communications execution, and enrollment reporting. The Admissions Operations and Data Specialist assists with maintaining operational processes that support prospective students throughout the admissions cycle while ensuring data integrity and efficient workflow management. This position provides essential support for new and existing recruitment initiatives, finds ways to expand our data resources, provides insights, and creates reports.

ESSENTIAL FUNCTIONS: Reporting directly to the Associate Dean, Admissions, the Admissions Operations and Data Specialist performs the following essential duties and responsibilities:

1. Oversee the application processing workflow of the Admissions office and ensure timely and accurate movement of applicants through the admissions funnel through our customer relationship management (CRM) system, Slate.

• Review the organization, planning, and completion of applicant files.

• Support all college application processing activities including the creation of application files, tracking and filing received application materials, data entry of application information, and answering application inquiries.

• Serve as a point of contact for applicants, their parents, and school counselors regarding application materials.

• Provide data support and judgment regarding the processing of application materials.

• Coordinate the receipt and processing of application documents from transfer and veteran applicants.

• Coordinate the receipt of enrollment documents and verification of enrolling student information.

• Manage admissions data processing, cleanup, and input assignments as directed.

• Seek and initiate methods of conducting duties and responsibilities to produce greater efficiency.

• Monitor submission of final transcripts, gap year, and summer melt.

• Coordinate with and process paperwork as appropriate for students requesting, taking, and returning from gap year(s), including fielding questions and maintaining contact with students on gap year leave.

2. Liaise and prepare ongoing reports with campus partners whose work supports Admissions (e.g., Dean of Students Office, Academic Support Centers, Advancement, performing arts departments, Financial Aid, etc.)

3. Support enrollment operations by assisting with Slate CRM administration, reporting, queries, forms, dashboards, and workflow management.

• Audit and update existing Slate reports and dashboards to ensure accuracy.

• Maintain and adjust reports in Slate, including annual updates to keep them in sync with our cycles.

• Assist with the preparation of external reports including IPEDS, Common Data Set, Princeton Review, Fiske and others. 

4. Assist with the preparation of mailing lists needed by Admissions.

5. Process incoming prospect records from partner organizations to enter students into the Admissions funnel in Slate.

6. Convert and prepare results from surveys conducted with tools such as Qualtrics.

7. Expand the data analysis capabilities of the admissions office through the collection and preparation of information from available sources such as the U.S. Census, U.S. Bureau of Labor Statistics, and National Center for Educational Statistics in support of recruitment as well as other new and existing initiatives.

8. Provide backup support for key Admissions Operations and Data staff and assist with other enrollment management initiatives as assigned.

QUALIFICATIONS:

• Education: Bachelor’s degree is required, or the equivalent combination of education and experience.

• Experience: A minimum of 3 years of experience with increasing responsibility in operations, data management, or data analytics. Previous experience with Technolutions Slate at an academic institution is preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below.

1. Deploy professional skills in office management, in collaboration with colleagues to best promote the College’s strategic interests.

• Maintain confidentiality of records and information.

• Maintain files accurately in software programs.

• Accurately prepare, evaluate and process records and reports.

• Effectively train support staff on various office functions and equipment.

• Communicate effectively and compassionately while managing expectations of a highly invested customer base.

2. Demonstrate the highest levels of integrity and commitment to good decision making.

• Design, manage and oversee processes that are ethical and align with the values of Pomona College.

• Assist training and critical conversations for the admissions staff around data analytics in recruiting and yield seasons.

3. Demonstrate effectiveness and clarity of verbal and written communication with excellent interpersonal communication skills to facilitate, motivate, mentor and inspire a diverse group of colleagues, student workers, and stakeholders from a wide variety of backgrounds. Must handle all activities and highly confidential information with patience, discretion, tact, and a keen eye for detail.

• Provide exceptional customer service through timely and thoughtful responses to e-mails, phone calls, and other modes of communication.

4. Operate computers with basic Microsoft Office software (such as Word, Excel, Outlook), design software (such as Canva and the Adobe Creative Suite), and associated professional software (such as Technolutions’ Slate, Internet research, menu-driven databases).

• Demonstrate understanding of the use of technology and artificial intelligence in aiding and improving systems and processes to achieve goals.

5. Work comfortably with Technolutions’ Slate CRM, including query building, document upload, and database management.

6. Handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the admissions team in support of the College’s strategic vision and the division’s annual enrollment goals.

7. Explain the College’s policies and procedures pertaining to the Admissions process.

8. Possess exceptional organizational, time management, editorial, proofreading, and judgement skills to complete work with accuracy and attention to detail.

9. Demonstrate experience with coding, artificial intelligence, and software development environments, as well as the use of languages such as SQL, Python, C++, Java/JavaScript, and/or Swift greatly preferred. Experience with DHTML, CSS, and other user-facing markup languages is also strongly preferred.

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours may be required. Regular hours may vary due to the needs of the College or division.

ADDITIONAL POSITION DETAILS: This is a regular, full-time, exempt position, benefits eligible. The yearly salary for this role is between $80,000 to $86,000 per year. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to education, training, relevant prior experience, and performance in prior roles. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.

ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.