Job Description
Job ID
12570
Location
Case Main Campus
Full/Part Time
Full-Time
Regular/Temporary
Regular
Job Description
POSITION OBJECTIVE
Work with the Assistant Director of Enrollment and Engagement to process and maintain graduate admissions applications. Devise procedures and recommend best practices for the entire graduate admission process and for maintaining complex record-keeping and/or systems. Assume independent responsibility for the initial inquiries regarding the admissions application process for 90+ graduate programs. Review and make decisions on requests to waive application fees, required test scores and other admission requirements.
ESSENTIAL FUNCTIONS
Process and monitor applications for graduate admission from submission to matriculation through Slate CRM. Generate admissions emails regarding admission status and outstanding documents. Approve waivers of application fees and other required admission materials, as appropriate. (40%)
Resolve issues with conditional admission files missing transcripts and official test scores. Ensure the accuracy of files of admitted applicants, which includes verifying official academic transcripts and confirming standardized test scores. Devise procedures and make recommendations for the processing involved in maintaining complex record-keeping and/or systems. (15%)
Respond to email and phone inquiries from staff, faculty and prospective students with detailed graduate admissions regulations and requirements information. (10%)
Train and provide support to faculty and staff in using the online application system. Work with departments and the director in annual updates to applications and implementing roll outs of new functionality. (8%)
Utilize outside resources for verifying official documents including but not limited to Parchment transcript service, National Student Clearinghouse, Education Testing Service (ETS), World Education Services (WES), SpanTran, International English Language Testing System (IELTS) results and the Pearson Vue Score Report website. (6%)
Assume independent responsibility for working closely with departments to ensure that all applicants receive a decision letter in a timely manner. Follow up with all programs regarding pending files at the end of drop/add each semester. Enter Advisor data and remove records holds into the Student Information System. (6%)
NONESSENTIAL FUNCTIONS
Work in coordination with the Undergraduate Advising Support Office and the graduate coordinators to receive proper documentation and process early entry applications. Work directly with non-degree applicants to receive proper documentation and process applications. (5%)
Serve as backup for the office coordinator. Answer the main office phone and greet visitors as needed when the office coordinator is away. (5%)
Assist with staffing commencement, orientation, annual department workshops and the graduate awards ceremony. (5%)
Perform other duties as assigned. (
CONTACTS
Department: Daily contact with all members of the School of Graduate Studies to coordinate admissions and office coverage.
University: Daily contact with academic departments with graduate programs, Registrar's Office, VISA Office, and Undergraduate Advising Support Office to coordinate admissions decisions and paperwork.
External: Frequent contact with the general public and prospective students to discuss admission or direct to appropriate offices.
Students: Daily contact with applicants (potential students); students who call, email or walk into the office to coordinate application and admission documentation.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees.
QUALIFICATIONS
Experience: 4 to 5 years office experience required. Experience in a higher education environment and records or admission experience is preferred.
Education: High school education required; college degree preferred.
REQUIRED SKILLS
Excellent interpersonal, written and oral communication skills.
Must be highly organized and detail oriented; able to complete tasks in a timely and accurate fashion and work under pressure.
Must be able to quickly and accurately enter data and coordinate efforts with other staff.
Experience with Microsoft Office.
Knowledge of the PeopleSoft Student Information System or Slate CRM a plus.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, current students and applicants face to face.
WORKING CONDITIONS
General office environment. Due to the cyclic nature of the admission and registration processes, there are calendar periods (especially January through May) when the workload is heavy and may be stressful. The employee will perform repetitive motions using a computer mouse and keyboard to type. This position is eligible for the staff hybrid work program.
Hybrid Eligibility
This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.
Diversity Statement
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
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Reasonable Accommodations
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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Case Western Reserve University strives to maintain a diverse and inclusive work environment. All applicants are protected under Federal law from discrimination based on race, color, religion, sex, national origin, disability, age and genetics.
