Scheduled Hours

37.5

Position Summary

This Admissions Operations Coordinator reports directly to the Associate Director of Recruitment of Admissions and is responsible for the timely flow of information from initial application submission to admittance, to enrollment for all graduate programs within the Sam Fox School of Design & Visual Arts at Washington University in St. Louis. The Admissions Operations Coordinator manages the technical work in the graduate application system to support admissions applications. In collaboration with the Associate Director of Recruitment of Admissions, this position ensures appropriate application processes and procedures are applied that maintain high standards of data quality. The Admissions Operations Coordinator provides timely and accurate information regarding enrollment management to prospective students, staff, and faculty.

The Sam Fox School of Design & Visual Arts at Washington University in St. Louis is a unique collaboration in architecture, art, and design education within the context of an internationally recognized research university. Comprising the College of Architecture and Graduate School of Architecture & Urban Design, the College and Graduate School of Art, and the Mildred Lane Kemper Museum, the Sam Fox School offers a depth of professional education in conjunction with one of the premier university art museums. The School has a strong commitment to social justice, environmental justice, and community-based work, and supports a diverse population of approximately 225 graduate students and 530 undergraduate students in the School. The Admissions Operations Coordinator should demonstrate a commitment to creating and sustaining an inclusive and equitable environment.

Job Description

Primary Duties and Responsibilities

Graduate Applications Functions

• Maintains an accurate and thorough understanding of the Sam Fox School of Design & Visual Arts application, admission and enrollment requirements and procedures for the Sam Fox graduate programs, and serves as a resource to Slate applicants, internal and external constituents.
• Processes submitted applications; authenticates transcripts and supporting documents, verifies official test scores, and updates application materials with a high degree of accuracy for submitted applicants and pre-matriculants.
• Administers processes for intent to enroll, advance tuition deposits, deferrals, withdrawals and other application, admissions and pre-enrollment procedures.
• Processes and publishes decision letters for Sam Fox School graduate programs; marks records appropriately and in a timely manner when accepted applicant records are ready for the student information system.
• Serves as the backup to the Associate Director of Admissions and Recruitment.

Data Management and Analysis

• Tracks effectiveness of recruiting initiatives and enrollment metrics, using data collected and analyzed from various sources.
• Modifies application structure including workflow management, communications, automating reports, emails and triggers and other database operations.
• Collects data to assess progress towards reaching admissions goals and provides feedback to departments, Associate Director of Recruitment and Admissions regarding admissions monitoring.
• Completes application database audits to ensure we are maintaining proper active applicant files, ensuring counts are accurate and that all applications have been processed effectively and proper destruction of inactive files in accordance with University policies has taken place.
• Ability to practice discretion in dealing with confidential and/or sensitive information and maintains strict adherence to all FERPA guidelines.
• Trains other department employees on processing and graduate admissions policies and processes.

International Student Processing Management

• Manages the relationship between Sam Fox School and the Office for International Students and Scholars (OISS) for incoming graduate students.
• Facilitates and systemically tracks the Form I-20 process for international students; manages the financial certification requests and form I-20 processing for application of visa.
• Monitors student information entered into OISS software; collaborates with OISS throughout processing period to ensure procedures and requirements are accurate.
• Works with OISS to assure adherence to strict university and governmental policies, with keen ability to know and take swift action on time sensitive issues to ensure compliance.

System Specialist

• Provides technical support for admissions software Slate for Sam Fox School graduate programs.
• Manages annual application changes for Sam Fox School programs. Maintains documentation of the current state of the system for programs under Sam Fox School.

Stakeholder Communications

• Provide effective and responsive communication with prospective and submitted applicants and campus partners throughout the admissions process both by email and phone, ensuring continued applicant interest and service.
• Responsible for checking, maintaining, and responding to the main graduate admissions email account.

Performs other duties as assigned

Preferred Qualifications

• Master’s degree, in addition to prior university experience and familiarity with admissions or enrollment management systems, including Slate.
• Excellent oral and written communication skills. 
• Ability to work independently and to handle a variety of on-going projects simultaneously
• Superior time management, organizational, and decision-making skills
• Flexibility to learn and adapt to new online and/or automated systems
• Strong analytical and design skills with a keen sense of logic
• Knowledge of Microsoft Office suite
• Familiarity with spreadsheet and data manipulation concepts
• Query and report writing skills are essential
• Service oriented with timely follow-through is essential
• Works well with students, faculty, staff, and external stakeholders

Required Qualifications

College degree and three years related experience.

Grade

G11

Salary Range

Base pay is commensurate with experience.

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.