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Associate Director, Admissions Operations

Employer
University of Pennsylvania
Location
William Penn Annex West, PA
Closing date
Mar 8, 2024

View more

Specialty
Admissions
Position Type
Associate Director
Hours
Full-time
Employment Type
Permanent
Organization Type
College / University
University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Associate Director, Admissions Operations

Job Profile Title

Associate Director C, Student Services, Admissions

Summary

The Associate Director of Admissions Operations is responsible for supporting, monitoring, testing, and maintaining data and functionality in the SP2's customer relationship manager (CRM) system (Slate). This position serves as the school's Slate CRM Administrator overseeing the admission process and managing all aspects of Slate. This role increases the school's ability to engage with prospective students as well as degree program staff by managing and optimizing the school's CRM system. The Associate Director of Admissions Operations is responsible for application processing and supports the school's recruitment and enrollment goals. This position collaborates with the admissions team and degree programs' staff, as well as works with staff across the school to support and enhance CRM functionality, bring about new solutions, and advocate for proper and effective usage of the CRM.
  • All SP2 staff are required to participate in convocation and graduation ceremonies as needed.

Job Description

Job Responsibilities
  • Operational Management: Oversee the day-to-day operations of the Slate CRM platform including the maintenance and continuous improvement of the system's functionality. Provide support of daily operations of Slate in the areas of communication campaigns, event management, reports and dashboards, form development, data uploads, and other routine tasks. Establish processes and protocols to ensure data quality is maintained. Seek opportunities for automation or improvement of current processes resulting in increased efficiency. Ensure data integrity through regular data clean-up of processes and frequent consolidation of records. Oversee completion of annual cycle prep work. Serve as the School's liaison for the Graduate Admissions Users Groups and the Provost Office. Ensure compliance with the SCOTUS decision of 2023 as well as with university admissions policies and procedures with respect to students' rights to privacy. Regularly attend Slate webinars and information sessions to ensure best practices and implementing new integrations as they are introduced. Collaborate with Slate Help Desk to resolve complicated technical issues.
  • Reporting: Develop and render official admissions reports and provide ad-hoc data to admissions team, and Senior Leadership, and programs as requested. Responsible for all recruitment, admissions, and enrollment reports and updating reports on an annual basis. Update and maintain the university's ADIT report, which transfers SP2 admissions/enrollment data to Penn's data warehouse. Develop and maintain Standard Operating Procedure (SOP's) for building and updating reports in Slate. Support the processing and admissions teams and their goals by partnering with the IT department to ensure the data integration among CRM (Slate), Student Information System (Banner) and other tools operate effectively. Develop/update Standard Operating Procedures for the reporting function in Slate.
  • Slate Training and Support: Train all users in Slate. This includes meeting with all new users, developing training guides and videos for faculty and staff on how to navigate Slate. Provide functional and technical support to end users with varying roles and levels of technical skills. Enter all users in Slate and assign permissions as per the Associate Dean of Enrollment. Serve as first level support for all CRM related concerns raised by staff, collecting necessary details and triaging the requests for the team. Build and maintain necessary information on users' dashboards in Slate (i.e., admission criteria, video interview questions, user instructors, and custom reports). Develop/update Standard Operating Procedures (SOP's) for training and support.
  • Application Processing: Manage application processing for the school's five-degree programs. Communicate with applicants regarding their status from submission through matriculation. Evaluate and offer solutions to applicant problems and requests regarding admission through individual case management. Collaborate with program directors of all degree programs regarding program information and the status of applicants. Collaborate with the Financial Aid Office to ensure correct aid amounts are awarded. Confirm that all applicants receive the correct admission decision. Provide centralized oversight and verify enrollment data for all visa applications. Ensure program compliance with visa policies for international accepted students. Attend annual ISSS admissions meetings to navigate changes in the visa process for incoming students and ensure information is disseminated to students and they are supported throughout the visa process. Collaborate with ISSS Representative on a case-by-case basis for students encountering Visa obstacles. Develop/update Standard Operating Procedures (SOP's) for application processing and compliance with ISSS polices as they pertain to admissions.
  • Assist as needed with admissions recruitment events on or off-campus. Limited recruitment travel may be required.
  • Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed.

Qualifications
  • Bachelor's degree and 3 to 5 years of experience, or equivalent combination of education and experience, are required; Master's degree preferred. Strongly prefer 3-4 years' experience with customer relations management systems, specifically Slate by Technolutions. 2-3 years' experience configuring, testing, documenting, and supporting a CRM.2-3 years' experience in higher education in particular recruitment, admissions and enrollment management.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Social Policy and Practice

Pay Range

$51,824.00 - $65,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements

Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

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