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Admissions Lead Communication Specialist

Oklahoma State University
Nichols Hills, OK
Closing date
Apr 27, 2024

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Position Type
Employment Type
Organization Type
College / University
Position Details

Req ID:


Position Title:

Admissions Lead Communication Specialist

Position Type:

Staff Full-Time

Position Number:


OSU Campus:

Oklahoma City



Location Address:

900 N Portland Ave

Oklahoma City, Oklahoma, 73107

United States

Hiring Supervisor:

Daniel Smith

Hiring Range:

(Contingent upon available funding):

17.92 - 18.64, Hourly

Work Schedule:

Varies, may include some evenings and weekends

Faculty Appt Period:

Job Summary:

Job Summary:

The Lead Admission Communication Specialist is responsible for managing a communication plan for prospective students and applicants. This position provides lead support for application processing and advanced technical aspects of the admission CRM system. Frontline admissions duties include the evaluation and processing of applications for admission, test scores, transcripts, etc. to determine admission and enrollment status. In addition to a wide variety of clerical, technical and administrative tasks related to student admission, this position is also responsible for assessment of International student admission, in-state residency, frontline records/registrar services, and photo ID system operation.

Essential Job Functions:
  • Interpret federal, state, and institutional policies and professionally communicate these to faculty, students, and staff. Maintain a current understanding of academic policies, procedures, and processes. The Office of Admissions is accountable for compliance with institutional and OSRHE admission policies.
  • Provide lead support for processing applications for admission the CRM and student database system and following strict data standards guidelines. Ensure accuracy of data entered into student record. Prioritizes and monitors daily workload and assignments for the department.
  • Determine the eligibility of students for admission; review and update student information as new documents arrive and reevaluate admissibility as appropriate.
  • Admit transfer students and provides initial evaluation of transfer credit to determine academic standing, curricular deficiency status, and the presence of met pre-/co-requisites. Refer students to additional placement testing or reinstatement/appeal processes as appropriate.
  • Serve as the secondary and lead evaluator of in-state/out-of-state residency petitions, including the verification of support documentation. The Office of Admissions is accountable for institutional compliance of OSRHE residency policies.
  • Provide accurate and timely information to prospective students regarding admission to the university. Manage a communication strategy for applicants designed to simplify the admission process and encourage enrollment. In addition to outgoing communication, the Office of Admission receives a high level of continuous phone calls, voicemails, and emails.
  • Serve as the functional lead for CRM admission modules. Manage CRM system data loads and exports related to admission processing. Monitor for routine updates needed in modules and ensure schedule of updates is maintained.
  • Serves as a Designated School Official (DSO) for International student admission. Under the direction of the Primary Designated School Official (PDSO), works within the SEVIS system to issue initial I-20's, monitor academic progress, and maintain student records in compliance with Department of Homeland Security guidelines.
  • Trains and supervises student employees and volunteers within the admissions areas.
  • Maintain training manual for processes and train employees as needed.
  • Provide frontline admission support when needed.
  • Coordinates double checks for accuracy and assist with necessary clean-up reports within established deadlines.
  • Serve as the backup to the functional lead for transcript and document imaging processes. Scan incoming documents to the student electronic file. Maintain a document verification and destruction schedule in compliance with state historical record management policies.
  • Retain accurate student records and maintain student confidentiality by observing policies related to student privacy (FERPA).
  • Assist in campus-wide retention efforts as applicable to this position.
  • Participate in departmental documentation and process improvement efforts, including creation of process libraries, standard operating procedures, determining key performance indicators, etc.
  • Completes all mandatory training and participates in a minimum of two professional development opportunities each year
  • Performs other duties as assigned.

The duties listed in this are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Special Instructions to Applicants

Resume and cover letter are required for full consideration.

Education & Experience

Position Qualifications:

Minimum Qualifications:


Bachelor's Degree or equivalent related experience with an Associate Degree

Work Experience:
  • Minimum of three years progressively responsible work experience.
  • Experience working in a fast-paced and/or customer service rich environment.
  • Experience related to customer relationship management, preferably through the utilization of databases and/or electronic communication tools.

Knowledge, Skills, and Abilities:
  • Ability to manage multiple priorities under pressure.
  • High degree of integrity; ability to work in a sensitive, highly confidential and professional environment.
  • Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads and public/student contact.
  • Ability to communicate diplomatically, clearly and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately.
  • Strong interpersonal skills and sensitivity to a multicultural environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.
  • Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Outlook) and CRM systems.
  • Accurate typing/data entry skills and demonstrated ability to work with attention to detail.
  • Ability to work independently as well as collaborate within a team environment while effectively managing multiple priorities and deadlines.
  • Exhibit problem-solving skills beyond a set of instructions and adapt to changes when necessary.
  • Ability to make appropriate recommendations based on logical and justifiable reasoning.
  • Ability to use analytical and critical thinking skills to interpret written policies and procedures.
  • Ability to perform basic math functions.
  • Experience and confidence speaking in front of students/customers. Have an understanding of role in support of campus semester plans.
  • Have an understanding of role in support of campus semester plans.
  • Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
  • Demonstrated history of ethical and professional behavior.

Preferred Qualifications:
  • Previous work experience in a college admissions office or related field
  • Extensive experience related to customer relationship management, preferably through the utilization of databases and/or electronic communication tools.
  • Previous experience working with International student populations, preferably as a Designated School Official (DSO).

Working Conditions:
  • Must be able to work a flexible schedule to include some evenings and weekends.
  • Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.
  • Position requires repetitive desk to counter mobility.

Physical Requirements:
  • Duties require extended periods of sitting, talking and listening.
  • Duties require extensive use of computers, telephone and other office equipment.
  • Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.


Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations,OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

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