General Information
| Payroll Title | ANL 1 SUPV | Title Code | 007245 | Grade/Step | 06 | Working Title | Admissions Support Unit Coordinator |
|---|---|---|---|---|---|---|---|
| Department Name | Undergraduate Admissions Dept | Supervisor | Alex Ruiz | Department Head | Emily D Engelschall |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 4723 | BLANK AST 2 | 2 |
| 4722 | BLANK AST 3 | 2 |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Public Driving Record |
| Drug and Alcohol Test |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Work mandatory occasional weekends. |
Level of Supervision Received
| General Supervision |
Items Used
| Windows based computers and Printers, Microsoft Systems (Word, Excel, Outlook, Visio...etc.), Optical Imaging System, Student Information System, Fax machine, copy machine, multi-line phone, paper shredder. |
Position Purpose
| Under the direction of the Associate Director, this position provides key administrative analytical and technical support for a wide variety of duties to include; 1) supervise all aspects of application processing; 2) oversee and analyze necessary technical changes and issues in MyUCR student portal, SharePoint and testing changes/updates in the Student Information System (SIS) and valid undergraduate majors; 3) directly supervise 2.00 FTE Administrative Assistant II and (4-6) student workers and indirectly supervise 2.00 FTE Administrative Assistant III; 4) collaborate on development, enhancements, changes and issues with UC systems application to develop efficiencies to streamline operational processes; 5) maintain inventory for all Undergraduate Admissions publications; 6) supervise all aspects of the departmental imaging system; and 7) manage student, parent, alumni and counselor data loads and maintenance in client relation management system (CRM). Provide overall support as needed to analyze issues in department units and help meet the goals of the department. Must be able to maintain a high level of organization in the administration of duties with frequent interruptions and adjust priorities as circumstances dictate. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Application Processing Analysis and Operations | 40 |
| Using independent judgment and initiative and in consultation with the Associate Director, perform a wide variety of duties in support of application processing operations as follows: -Oversee, audit, and evaluate the undergraduate admissions application processing operation and provide recommendations to Associate Director to implement changes necessary for improvements to operational needs. -Supervise and ensure front-desk operations have adequate coverage to handle a large volume of in-person inquiries and telephone calls. -Manage the applicant profiling process to ensure that all documents received are processed, transcript data is entered into SIS correctly and all new student files are completed by the mandatory deadline and students and college office/departments are notified accordingly. Assist with the actual profiling process as needed to meet departmental deadlines. -Develop and supervise the process for student file creation and maintenance of both paper and electronic files. -Monitor the admit e-mail helpdesk to ensure timely and accurate responses to emails. In addition, collaborate with the Marketing and Communications Manager to develop canned responses for common queries. -Supervise, audit and assist when needed with applicant data entry into SIS to include cancellations, reactivations, rescinds, etc to meet departmental deadlines. -Responsible for managing CRM data loads and maintenance to include data entry of contact cards. -Responsible to produce status reports of all application processes. -Create, develop, and update procedures for all application processing operations. -Oversee the major change process to include procedural modifications as directed and ensure all major changes submitted both in writing and electronically through e-mail helpdesk and MyUCR are completed. Ensure online notifications are sent to all applicants and/or other departments/colleges of actions taken according to procedure. -Attend Highlander One Stop Shop (HOSS) Supervisor meetings to represent the Undergraduate Admissions Office and collaborate with various VCSA departments on HOSS training, policy and procedure. -Coordinate the department publication inventory and online SharePoint request site. Responsible to ensure adequate publications are on hand at all times and generate reports as directed. |
|
| Messaging, Data and technology | 30 |
| -Work closely with the Marketing and Communications Manager and Communications Specialist to review and execute appropriate messaging for applicant populations as the application cycle changes (application deadline, FAFSA deadlines, admissions status, final document deadlines, etc.). -Work closely with Marketing and Communications Manager and Communications Specialist to review and validate majors for inquiries lists of prospective students for import to Customer Relationship Management (CRM) system and student information system. -Work closely with the Financial Aid Office, Registrars Office, and Cashiers Office to validate transcripts, high school diplomas and other documents as appropriate for procedures in respective offices. -Review and revise communications regarding admission deadlines in messaging communications. -Work closely with Associate Director and key management team members to introduce and execute appropriate changes to internal processes and systems as Banner integration occurs. -Develop and maintain any web interface changes for the UGA SharePoint Website that stores all procedures, forms, flyers, etc. used in Undergraduate Admissions. -Oversee and maintain the UGA public web site to include coordination with the marketing manager all pertinent information provided to the public. -As primary point of contact, research and troubleshoot UGA problems in the MyUCR web site and coordinate programming changes with VCSA Technology Services as necessary. -Attend UCR systems meeting to collaborate on development, enhancement, changes to UC systems to develop efficiencies to streamline operational processes. -Create reports to assist department to maintain and evaluate student data. -Participate in testing changes and updates in all technical systems utilized by the department to include the Student Information System (SIS), MyUCR and other technical projects. Report problems and provide suggestions for enhancements. Provide information and specifications for new version system migrations and system overhaul as it relates to technical processes. -Oversee and create standard processes for all aspects of document imaging to include scanning; quality assurance; indexing; verification of all incoming documents to include transcripts, SIR forms, and other forms; trouble shoot problems to include correcting corrupt or error files within the scanning system and submitting trouble tickets as needed; and insure that all associated timelines and deadlines are met. Responsible to insure that all scanned documents are routed appropriately. |
|
| Supervisory Responsibilities | 25 |
| -Directly supervise 2.00 FTE Administrative Assistant II positions and (4-6) student assistants and indirectly supervise 2.00 FTE Administrative Assistant III positions to include guidance, assignment and delegation of daily tasks and projects, verifying and approve timesheets, hiring, training, cross-training, performance appraisals, and disciplinary action when warranted. -Responsible to ensure that supervised staff is fully informed of both UC and UCR admissions policies and procedures including privacy and confidentiality issues. -Evaluate operational needs and determine appropriate staff and student worker schedules to ensure that operational needs and critical deadlines are met throughout the admissions cycle. |
|
| Other | 5 |
| -Assist with recruitment events and communications as directed by the Associate Director. -Other duties as assigned. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Graduation from college with a major in business administration, economics, statistics, educational administration, political science, or an allied field; or an equivalent combination of education and experience. | |
| 2 | |
| Excellent communication skills, both oral and written. | |
| 3 | |
| Excellent skills in operating a computer to retrieve and enter data in a student information system or large data base and the ability to understand, maintain, and interpret complex documents and data specifications. | |
| 4 | |
| Must have experience working with Microsoft Word, Excel, and other business software. | |
| 5 | |
| Ability to work efficiently in a fast-paced environment with heavy foot traffic, telephone calls, and in-person inquiries. | |
| 6 | |
| Experience working with scanners, preferably with an optical imaging system, and an aptitude for learning technical processes associated with electronic file management. | |
| 7 | |
| Skill in working independently and following through on assignments with minimal direction. | |
| 8 | |
| Skill in supervising the work of others and the ability to organize and set priorities that accurately reflect the importance of the job/team responsibilities. | |
| 9 | |
| Ability to maintain confidentiality at all times and successfully complete a Department of Justice Background check. | |
| 10 | |
| Skill in independently researching questions and making appropriate contacts for problem solving. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Experience using listservs, newsgroups, and search engines to collect or distribute information. | |
| 2 | |
| Bachelors degree in a related field. | |
| 3 | |
| Demonstrated experience using large data bases, e.g., UCR Student Information System (SIS+). | |
| 4 | |
| Demonstrated experience creating content in Web pages. | |
| Posted Position Purpose |
|---|
| Under the direction of the Associate Director, this position provides key administrative analytical and technical support for a wide variety of duties to include; 1) supervise all aspects of application processing; 2) oversee and analyze necessary technical changes and issues in MyUCR student portal, SharePoint and testing changes/updates in the Student Information System (SIS) and valid undergraduate majors; 3) directly supervise 2.00 FTE Administrative Assistant II and (4-6) student workers and indirectly supervise 2.00 FTE Administrative Assistant III; 4) collaborate on development, enhancements, changes and issues with UC systems application to develop efficiencies to streamline operational processes; 5) maintain inventory for all Undergraduate Admissions publications; 6) supervise all aspects of the departmental imaging system; and 7) manage student, parent, alumni and counselor data loads and maintenance in client relation management system (CRM). Provide overall support as needed to analyze issues in department units and help meet the goals of the department. Must be able to maintain a high level of organization in the administration of duties with frequent interruptions and adjust priorities as circumstances dictate. Come join our 35+ person team and contribute to UCR's reputation for extraordinary diversity, superior value, groundbreaking research and graduates who succeed. |
| Posted Minimum Requirements |
| Graduation from college with a major in business administration, economics, statistics, educational administration, political science, or an allied field; or an equivalent combination of education and experience. Excellent communication skills, both oral and written. Excellent skills in operating a computer to retrieve and enter data in a student information system or large data base and the ability to understand, maintain, and interpret complex documents and data specifications. Must have experience working with Microsoft Word, Excel, and other business software. Ability to work efficiently in a fast-paced environment with heavy foot traffic, telephone calls, and in-person inquiries. Experience working with scanners, preferably with an optical imaging system, and an aptitude for learning technical processes associated with electronic file management. Skill in working independently and following through on assignments with minimal direction. Skill in supervising the work of others and the ability to organize and set priorities that accurately reflect the importance of the job/team responsibilities. Ability to maintain confidentiality at all times and successfully complete a Department of Justice Background check. Skill in independently researching questions and making appropriate contacts for problem solving. |
| Posted Preferred Qualifications |
| Bachelors degree in a related field. Experience using listservs, newsgroups, and search engines to collect or distribute information. Demonstrated experience using large data bases, e.g., UCR Student Information System (SIS+). Demonstrated experience creating content in Web pages. |