The Admission Systems Assistant is a front-line operational staff position. In the position, the assistant will be responsible for managing integrations within the Workday Student platform throughout the application funnel quality checking and reviewing data to ensure smooth data transfer, and preparing completed applications for review. This position is also student-facing, interacting with students on items such as English proficiency waivers, missing materials, and basic questions that come through the channels people use to contact Graduate Admission. The Admission Systems Assistant is the main liaison for INTO Suffolk Operations, overseeing the import and decisioning of INTO-sourced applications and IMPS, oversee outbound mailings, and handle day-to-day direction for student workers.

Primary Responsibilities:

Application Processing/Coordination

• All aspects of assembling a complete student file for review including: Managing the import of accurate applicant information to Workday Student by reviewing audit logs and other reporting

• Doing Quality Assurance review to confirm that data is flowing back and forth to the SIS smoothly and correctly

• Reviewing students for English proficiency waivers (international students).

• Monitoring Deans Offer applications and completing them before sending for admission

• Handling, scanning and uploading documents, including original transcripts/proof of degree for enrolling students with only a single copy as well as the proper filing and retention of application materials received, and assigning documents received from partner organizations like INTO and the SULS

• International document review, grade conversion in accordance with AACRAO, and GPA calculation or re-calculation.

• Student information updates as submitted by applicants

• Checking Workday Student information for admission staff who lack access. Other application-oriented projects as needed

Assisting Prospective Students

• Whether in person, on the phone, in Slate Inbox, or on email, providing information on graduate offerings and requirements, counseling, triage of prospective student questions, directing people to additional resources (the website, departments, etc). Also includes entry/upload of prospect data to prospect management system (Slate) as needed

INTO application management

• Manage import, processing, and transmission of IMP applications to Slate and Workday

• Handle import and completion of Direct Entry applications, conferring with INTO Suffolk as needed (including but not limited to in the instance of cases assigned that have not imported to Slate)

• Provide information back to INTO Suffolk on decisions

• Act as primary contacts for INTO Suffolk for graduate applications

Student Workers/Temporary workers

• Responsible for day-to-day supervision of student workers General training on office procedures

• Assisting with phone calls

• Supervising mailings

• Confirming staffing for tours

• Direction on tasks

• QA of student worker output

Mailing supervision

• Run lists and oversee mailings associated with inquiry, application, and yield populations, as well as advise on inventory of mailing materials

Event Support

• Create events in Slate and provide support prior to and at Graduate Admission events including but not limited to virtual Open Houses and on-campus events like Admitted Student Receptions and SBS Orientation.

Requirements/Qualifications:

• Associate's degree preferred.

• Strong computer skills including: MS Office (Word and Excel), Outlook. Experience with Technolutions Slate CRM preferred.

• Excellent written and oral communication skills.

• Must be committed to providing the highest level of customer service and responsiveness.

• Demonstrated experience working in a high volume, deadline oriented customer focused environment.

• Proven ability to work independently and as part of a team.

• Must be creative and proactive. Must have ability to manage multiple projects simultaneously and handle difficult situations.

• Standard hours of this position are 8:45am to 4:45 pm, M-F.