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Director of Admissions Operations

Hobart and William Smith Colleges
Geneva, NY
Closing date
Jun 5, 2023

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Position Type
Employment Type
Organization Type
College / University
A member of the Enrollment Leadership Team and reporting to the Vice President for Admissions and Financial Aid, the Director of Admissions Operations leads the team responsible for the design, maintenance, and support of the CRM (Slate by Technolutions), and plays the lead role with respect to systems, technology, and data management for the Office of Admissions.
Essential Responsibilities:
- Partner with and provide technical and data-related leadership, services, support, and training to Admissions and Financial Aid team related to records and data management, data retention, online application review, reporting and form building
- Create and maintain business processes involving system-tracked information, such as admission inquiries and applications, prospective student visits, interviews and events, college fairs, high school visits, admission file review and decision notification, financial aid awarding, and enrollment deposits.
- Lead the creation, maintenance, and testing of inquiry and application channels and tools.
- Oversee the development, management, and maintenance of enrollment CRM solutions.
- Oversee data processing and sound data management in collaboration with Admissions staff, cross-campus partners (e.g. Institutional Research), and external parties (e.g. vendors).
- Supervise and train Operations staff members
- Oversee implementation of Admissions and Financial Aid communications (print and electronic) plan.
- Responsible for the generating data and statistics for reporting, projections and analysis.
- Represent the division on committees and collaborate with Institutional Research on data needs
- Work collaboratively with campus constituencies (coaches, faculty, staff) in support of efforts to achieve enrollment objectives.
- Lead operational efforts focused on quality assurance, increased efficiency, and cost reduction.
- Serve as a liaison for the Admissions Office with campus and external partners on collaborative efforts involving business processes, data and technology.
- Serve as a project manager for strategic initiatives/relationships as assigned.
- Develop and implement training for new as well as seasoned staff
- Develop and deliver regularly scheduled enrollment data reports and fulfill ad-hoc data requests.
- Stay up-to-date on industry best practices via membership and engagement with the NYS and National Associations
- Demonstrate an awareness of and sensitivity to unique social, cultural, and economic circumstances.
- Demonstrate knowledge for the Colleges' educational philosophy and mission.
- Performs other related duties as required.
Other Information:
This is a full-time, 12-month, benefits-eligible position. This position description is not all-inclusive as other tasks or responsibilities may be assigned. Work hours are 8:30 a.m. to 5 p.m. during the academic year, with a possible shortened workweek during the scheduled summer hours' time period. Weekend and other additional hours are required on occasion. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.
- Bachelor's degree required.
- Minimum 5 years of progressive experience in operational activities, preferably in higher education
- Administrative experience with CRM/database systems, student information systems and document management workflows required
- Advanced knowledge and use of Slate by Technolutions is required
- Familiarity with inbound and outbound enrollment marketing and recruitment practices
- Familiarity with the role and use of programming languages (e.g. SQL, R) file transfer protocols, and data warehousing.
- Strong quantitative and analytical ability.
- Supervisory experience strongly preferred
- Excellent time management skills, highly organized and with hyper attention to detail
- Excellent data analysis and interpretation skills.
- An strong understanding of higher ed recruiting and admission
- Demonstrated ability to effectively interact with and respond to concerns of diverse student groups.
- Excellent oral, written, interpersonal and creative problem solving skills required.
- Experience with relationship marketing including prospect pool development, inquiry pool development, conversion and yield strategies, data analysis and interpretation.
- Excellent interpersonal and communication skills
- Ability to adapt to changing expectations and responsibilities and to work autonomously and for extended hours if necessary
- Highly organized with a strong orientation to multi-year and multi-level planning.
- Ability to maintain confidentiality and safeguard the confidentiality of records.
- Experience in planning, organizing, and prioritizing multiple tasks and projects simultaneously. The ideal candidate will also be helpful and resourceful, flexible and adaptable, and possess strong communication skills.
- The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Review of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio (utilizing the Apply link on the right). Background check required.
If you have a question or need help on uploading your application materials, please contact Interfolio's support team at or call 1-877-997-8807 between the hours of 9:00 a.m. through 6 p.m., EST, Monday through Friday.
Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.

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