Admissions Operations Specialist

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Position Title:

Job Category:

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Job Profile:

Job Duties:

The Admissions Operations Specialist supports admissions technology and operational processes that ensure efficient application handling, record retention, transfer credit evaluation support, and fraud prevention. This role serves as the functional specialist for TES/Transferology processes, document imaging system management, and fraud analysis and prevention efforts, while also providing limited support for admissions CRM operations related to application processing. The position also provides secondary holistic review of applications, supports organizational record maintenance, develops and documents standard operating procedures, contributes to process improvement efforts that strengthen admissions operations, and completes additional projects as assigned by admissions leadership.

This role works under general supervision, reports directly to the Assistant Director of Processing and admissions leadership, and is an in-person position.

Core Job Accountabilities

• Support TES and Transferology, including processes related to transfer credit and equivalencies. Manage data transfers from TES to SIS, including ongoing maintenance and working with technical support on failed imports and exports. Assist in the evaluation of transfer credits, the evaluation of the accreditation status of prior institutions, and determination of the transferability of credits in accordance with UW System Transfer Policy.
• Maintain organization records to ensure accuracy and consistency across admissions technical systems. Update institutional organization tables and school data as needed to ensure records are properly structured to support application review, transfer credit evaluations, and reporting needs.
• Manage and support document imaging software used for indexing and storing applicant materials. Facilitate and troubleshoot document imports from Slate (CRM) to the imaging system. Monitor and facilitate compliance of record retention within the imaging software system.
• Review and investigate suspicious application activity. Research tools, processes, and best practices related to fraud detection, investigation, and resolution, and help document and improve procedures for managing fraud.
• Limited technical support of operations in Slate related to application, workflow management, user support, and training.
• Create, update, and maintain standard operating procedure documentation for admissions processes and systems. Translate technical and operational practices into clear written procedures for staff reference and training. Support consistency, compliance, and knowledge sharing through well-maintained documentation.
• Exercise authority to make admission decisions. Review and evaluate admission applications, including secondary holistic review of applications.
• Perform additional projects and duties as assigned by admissions leadership.

Enrollment Management Competencies (competencies required of all staff)

Customer Service (building/managing relationships)

Works both independently and collaboratively with others on campus (in/outside of unit) and within community to achieve education-related goals. Responds to requests/needs in a timely manner. Utilizes interpersonal sensitivity and displays appreciation of difference across the full communications spectrum.

Cognition (ability to think and learn)

Is technically literate and able to fully utilize technology. Analyzes and processes large amounts of information, sees inter-relationships and acts on them to continuously improve outcomes and how work gets done.

Personal Responsibility (individual-environment fit)

Accountable for actions and results. Brings energy and a positive approach to work in an environment that can be difficult/stressful at times. Receives coaching/criticism constructively; accepts/integrates input from others.

Fundamental Skills (subject matter/functional expertise)

Brings functional expertise to bear in daily tasks. Uses critical thinking to process communications, perspectives, policies and/or procedures and solve problems. Knows and understands the importance of professional ethics and legal responsibilities

Leadership (formal/informal ability to influence)

Accomplishes objectives within the current environment and uses foresight to envision where future challenges and opportunities will lead. Is decisive; inspires and motivates others without being overbearing

Key Job Responsibilities:

• Determines and recommends programs required for optimal problem solution within cost/performance objectives

• May work with external vendors or service providers

• Devises or modifies moderately complex information systems including analysis of business and user needs, documenting requirements, and revising existing system logic difficulties as necessary

• Trains, serves as a resource, and provides guidance to other IT business analysts on routine problems, work processes, and policies

• Formulates and defines systems scope and objectives through research and fact-finding combined with an understanding of applicable business systems and industry requirements

• Participates in requirements planning and feasibility determination

• Performs analyses and prepares reports to ensure that programs meet or exceed schedule commitments

• Works on tasks including project or functional requirements, functional design, functional configuration, testing, and documentation

Department:

Admissions Office

Compensation:

$53,900-$65,000, based on qualifications and experience

Required Qualifications:

• Bachelor’s degree from a regionally accredited institution.
• Strong technical aptitude and comfort learning new systems and tool
• Excellent attention to detail, accuracy, and data quality.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Effective written and verbal communication skills.
• Ability to work both independently and collaboratively in a team environment.
• Ability to maintain confidentiality while working with sensitive information.

Preferred Qualifications:

• Experience with Slate (CRM), Perceptive (document imaging), and/or PeopleSoft (student information system).
• Experience developing or maintaining documentation, standard operating procedures, or process guides.
• Demonstrated experience with data entry, data validation, and maintaining accurate records.
• Experience troubleshooting data issues, file-processing errors, and system integrations.
• Familiarity with reporting, data auditing, or quality assurance in an information systems environment.
• Understand and interpret policy pertaining to application processing.
• Previous experience in a higher education setting.

How to Apply:

Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Website: http://wisconsin.wd1.myworkdayjobs.com/UW_Comprehensives. You must create an account and login before you can apply. Please be sure you have included the following in PDF format:

• Cover letter
• Resume
• Names and contact information for three references.

Contact Information:

Nevada Gabriella, [email protected], 715-836-5156

Special Notes:

INSTITUTIONAL OVERVIEW 

UW-Eau Claire, an institution of approximately 9,000 students and 1,200 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit  https://www.uwec.edu/human-resources/employment-opportunities/ . 

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities. 

ADDITIONAL INFORMATION 

The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment. 

The Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7). 

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy. 

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.