Assistant Director for Admission Processing and Senior Assistant Director for Admissions Application Management

Assistant Director for Admission Processing

LEADERSHIP PROFILE & POSITION SUMMARY
The Assistant Director for Admission Processing is responsible for overseeing the daily execution and quality assurance of admissions processing functions, including (but not limited to) communication generation, application review, transfer credit posting, records auditing and maintenance. The assistant director also assists with the development of business processes and the analysis of systems and data associated with admissions application processing, review, and transfer credit. The incumbent works under the direction of the Associate Director of Application Management and collaborates with colleagues in Undergraduate Admissions, Enrollment Marketing and Operations, and the Online, Transfer and Credit Services Center to implement solutions that ensure compliance with University and state policy and which support functionality for end users in managing and maintaining the application and transfer credit systems and records. This position does have the flexibility to work remotely up to two days a week within the established department flex place work guidelines.

KEY RESPONSIBILITIES
Admission and Transfer Credit Processing:
Oversees the day-to-day operations of the department’s Communication Generation process used to communicate official admission decisions to applicants. Develops and maintains letter templates by updating content and using the appropriate student information system coding in the templates to display dynamic and conditional content.

Maintains and runs daily batch jobs in the student information system to load applicant data and post transfer credit data. Coordinates with the offices of Information Technology and Enrollment Marketing and Operations to identify and correct discrepancies or system errors related to the import of plan codes or other applicant data within admission systems.

Under the direction of the Associate Director for Application Management, reviews and confirms admission decision recommendations using established guidelines and technology. Audit admission recommendations to ensure alignment and compliance with admission guidelines, practices, and University policy. Uses professional knowledge of established procedures, coupled with expertise in student information system coding, to ensure admission recommendations are appropriate and encoded accurately.

Triages, evaluates, and manages complex data discrepancies related to admission status and posting of transfer credit and determines solutions for complex issues impacting student admission and enrollment. Recommends solutions to leadership and oversees the resolution or delegates data management tasks to records managers.

Information Systems Quality Assurance:
Assists in the testing and maintenance of the admission and transfer credit modules within the student information system for new technological processes and improvements to ensure consistency in the execution of application processing, admissions review, decision notification/communication, and the posting of course and test credit. In coordination with the associate director, evaluates business processes and provides recommendations for system enhancements. Develops and maintains thorough documentation pertaining to systems and daily procedures; may train University personnel on select functions.

Administers the day-to-day quality assurance efforts of admission data to ensure compliance with University and state policy. Investigates discrepancies and tests solutions across multiple operational areas of the student information system and associated databases. Individual may supervise student employees or temporary personnel and check the work of lower-level staff.

Facilitates the duplicate record resolution process on behalf of all University admitting centers. Audits records to identify duplicate records and coordinates with the offices of Information Technology, the University Registrar, Student Financial Aid and Scholarships, and the Bursar to negotiate reconciliation of the records. Analyzes search/match configurations in the student information system and makes adjustments when necessary to prevent the creation of additional duplicate records.

Support the design and implementation of best practices and strategies that leverage available systems and technology infrastructure to improve the accuracy and efficiency of application creation and submission.

Student Recruitment and Application File Review
Participates in and supports Undergraduate Admissions recruitment and admission functions, including on-campus events, telephone and e-mail based customer service, and application review processes.

Evaluates applications and supplemental materials for the purposes of making admission recommendations. Conducts thorough, holistic, selective review of an applicant’s candidacy. Determines necessary documentation to support an admission decision and recommends appropriate alternative pathways when admission cannot be offered. May serve on Committee Review Panel, representing and deliberating concerns about applicants’ candidacy. Monitors and analyzes historical and current recruitment and admission data and trends and uses information in decision-making.

Other duties as assigned.

Senior Assistant Director for Admissions Application Management

POSITION SUMMARY:
The Senior Assistant Director for Admissions Application Management is responsible for supporting the application processing functions of Undergraduate Admissions, including the processing and review of more than 40,000 undergraduate admissions applications and their associated supporting materials annually across all Ohio University campuses. The incumbent supports office leadership in the continuous oversight of undergraduate application processing efforts and timelines for all undergraduate populations, including OHIO Online, Athens, and regional campuses. The Senior Assistant Director reports to the Associate Director for Application Management and serves as a point of contact in their absence. The Senior Assistant Director for Admissions Application Management supervises, and coordinates work plans for a team of classified records managers with ownership for one or more significant components of the application lifecycle. This position serves as a liaison between Undergraduate Admissions and key campus partners and is an active member of the Undergraduate Admissions recruitment team.

KEY RESPONSIBILITIES
Admission Application Processing Management:
Hire, train, manage and supervise a team of classified records managers to facilitate efficient and effective processing of more than 40,000 admissions applications and their associated supporting materials annually, for both on-campus and online undergraduate programs.
In collaboration with the Senior Records Management Specialist, hire, train, manage and supervise a team of temporary (6-8 months) data entry workers.
In collaboration with the Associate Director for Application Management and the Senior Records Management Specialist, plan and prioritize application processing needs and efforts to ensure timely completion of data management for each term across all six OHIO campuses.
In collaboration with the Senior Records Management Specialist, manage the daily data entry load balancing and workflows.
Support the design and implementation of best practices and strategies that leverage available systems and technology infrastructure to improve the accuracy and efficiency of application creation and submission.
Implement quality assurance measures to anticipate and identify potential data issues and develop continuous improvement processes for data integrity of admissions records. Develop processes to audit and review data entry; ensure quality assurance activities are effective.
Develop and maintain thorough documentation of policies and procedures for application processing.

Admission Application Processing Collaboration:
Train university personnel on application processing policies and procedures.
Serve as a point of contact and subject matter expert for all University admission centers for day-to-day inquiries regarding OHIO Online, Athens, and Regional Higher Education application and document processing and use of the student information system.
Serve as a liaison between Undergraduate Admissions and Ohio University Intercollegiate Athletics Compliance Office for the monitoring of admissions applications and supporting documents in accordance with NCAA policies and procedures.
Serve as a liaison between Undergraduate Admissions and the Office of Legal Affairs and the Office of the Dean of Students for the monitoring and processing of submitted disciplinary and criminal history forms in alignment with university guidelines and processes.
Assist in the testing of updates made to the systems used for application processing to ensure business continuity upon the release of system updates.

Recruitment and Admission:
Serve as a member of the Undergraduate Admissions recruitment team. Periodically represents the University at on-campus events to a wide variety of constituents, including prospective students and their families, secondary and postsecondary school personnel, community-based organizations, and other individuals or organizations involved in the college selection process.
Counsel and advise constituents on a range of admissions and enrollment processes.
Evaluate applications and supplemental materials for the purposes of making admissions decisions. Conduct thorough, holistic, selective review of an applicant’s candidacy. Determine necessary documentation to support an admission decision and recommends appropriate alternative pathways when admission cannot be offered.
Other duties as assigned