Admissions & Data Manager

Department:

Summary

Working under the direction of and in collaboration with the Director of Recruitment and Admissions, the Admissions & Data Manager (ADM) will be responsible for providing support in all aspects of the admissions process, with a particular emphasis on assisting the Director in managing application materials, recruitment yield data, matriculation statistics, and student/high school attribution data. The incumbent requires attention to detail and a keen focus on applicant document collection, appropriate and timely filing and reporting, and regular uploading and linking practices in accordance with the home campus requirements. This position utilizes technical platforms such as Banner, Common App, SlideRoom, Slate, QF Financial Aid Systems, and other admissions technologies on a daily basis for data entry, maintenance, reporting, and analysis. While maintaining a consistent day-to-day administrative office workflow, the ADM also manages and reports on applicant progress (including missing/current materials), maintains various departmental metrics and measures for weekly reports, and works with departmental recruitment staff to provide relevant data for targeted recruitment efforts. The ADM acts also as a liaison between other essential departments, including but not limited to, Qatar Foundation Financial Aid, Student Affairs staff, IT staff, and Alumni staff, as well as with the Assistant Dean of Enrollment & Registration Services to ensure adequate and accurate information sharing. The incumbent is a dependable, detail-oriented person who is proactive about streamlining departmental processes and reporting functions, and who actively (and directly) contributes to achieving the strategic recruitment, admissions, and enrollment goals of VCUarts Qatar. The incumbent will have the responsibility, under the Director, of maintaining a consistent physical presence within the Office of Admissions, and will represent the department as a delegate when necessary. Additionally, the incumbent will collaborate with senior staff to co-manage campus admissions events at VCUarts Qatar, maintaining an atmosphere of collegiality and inclusion. The ADM role is vital to the execution of the departmental recruitment strategy.

Reports to: Director of Recruitment and Admissions

Major Activities & Essential Functions

  • Manages and maintains all admissions records in Slate and other technology applications, as well as original hard copies/files as the primary responsibility.
  • Focuses on process improvement of technology software(s) and daily operations, as needed, to increase departmental efficiencies.
  • Exceptional detail-oriented approach to all data collection and organization, including reporting and communication of pertinent information.
  • Updates Banner in a timely manner to reflect applications, decisions, and appropriate student record data in accordance with the home campus regulations and practices.
  • Sends electronic student transcripts and test scores, as appropriate, to the VCUarts Transfer Center; assuring applicants and newly matriculated students alike are evaluated for transfer credits in a timely manner; a high level of attention given to the time-sensitive nature and urgency of processing student transcripts evaluation for prior of academic advising and class registration.
  • Activates QF Financial Aid accounts in a timely fashion.
  • Allocates SlideRoom reviews and monitors progress regarding the completion of applications and monitors reviews completed.
  • Configures grade point averages of school transcripts from a variety of school curriculums.
  • Prepares appeal data and reports when necessary for the Admissions Committee.
  • Manages CommonApp and WebAdmit applications, and streamlines data merge into Slate as appropriate.
  • Responds to phone, email, and personal inquiries from students, parents, and counselors, and ensures the delivery of accurate information about the University, admission requirements, and the application process in a timely and appropriate manner.
  • Collaborates with the Director to implement the strategic recruitment plan, while maintaining alignment with VCUarts Qatar’s larger strategic plan and KPIs along with the goals of the Qatar Foundation, using data reporting and analysis accordingly.
  • Actively engages with admissions technology programs such as Common App, SlideRoom, Slate, WebAdmit, QF Financial Aid Systems, etc. to administer all aspects of the processing of the admission and reporting objectives.
  • Employs Admissions technologies to report on key markets and prospect engagement for targeted and effective recruitment strategies (i.e., identifying feeder high schools and advisor contacts, communicating with students on the status of their application, analyzing regional trends and barriers to admission, etc.)
  • Independently explores ways to overcome student barriers or bottle-necks in the admissions process and workflow.
  • Works with the Director, collaborates with offices on the home campus, including international, undergraduate, and Graduate Admissions in the Division of Strategic Enrollment Management, Alumni Office, VCUarts Admissions, and the Transfer Center to ensure proper admissions implementation and record sharing as needed.
  • Provides data and analysis of special events, such as Open Houses, admissions workshops, yield events like Hyakum, and data-focused strategies to limit melt between applicant deposit and student matriculation.
  • Collaborates with the Director to track, analyze and evaluate recruitment efforts, including electronic engagement with admissions materials, personalized URLs, online event registrations, etc.; Employs appropriate data collection methods and analytics using technology platforms and reports out findings on a regular, ongoing basis.
  • Collaborates with campus colleagues to ensure smooth transitions for accepted students prior to arrival, and during new student orientation (NSO) and students' first weeks on campus.
  • Manages data reporting on key admissions conversions and measures: prospects, inquiries, inquiry to applicant, applicant to new student start; analyzing movement within the admissions pipeline, giving special attention to inquiries who start application (“in-progress”), and applications; collaborate with Director and senior member(s) of recruitment staff on respective follow-up activities to nurture and develop the various groups/stages of the pipeline.
  • Manages payments in collaboration with VCUarts Qatar finance and QF foundation. and IT departments.
  • Collaborates with IT to maximize departmental efficiencies and manage necessary admissions processes, troubleshooting when and where necessary; develops best practices for Slate processes and protocols.
  • Serves in other committees and responsibilities as assigned.
  • Maintains data integrity (cleaning data, preventing and removing duplicates)

Qualifications

Required:

  • Bachelor’s degree or equivalent in a related area of expertise
  • Well-versed in Microsoft Word suite, with specific expertise in Excel

Preferred:

  • Master’s degree in a related area of expertise
  • Previous experience within a University setting or non-profit
  • Experience in Admissions, Recruitment, or Marketing in a fast-paced environment
  • Proficient, working-knowledge of Slate, CommonApp, Banner, and/or other CRMs

Skills & Experience

  • Excellent time management skills, ability to multitask, and work within tight deadlines; general flexibility
  • Superb communication and organizational skills
  • High level of work ethic and accuracy; a critical thinker and diligent worker
  • Willingness to work within a cooperative structure - working in a team
  • Positive attitude and desire to be in a customer service-oriented environment
  • Demonstrated experience working in a diverse environment; ability to foster collegiality and inclusion with faculty, staff, and students as a member of VCUarts Qatar

Application Process

Apply for this job online

Review of applicants will begin immediately.