Admissions Coordinator

University of Washington•Seattle, WA

About The Position

The University of Washington’s Information School (iSchool) is seeking an Admissions Coordinator (Program Coordinator NE S SEIU 925 Non Supv). Reporting to the Associate Director for Admissions, this position provides primary support to the Information School's Admissions team in areas of admissions related to the PhD in Information Science, Master of Library and Information Science (MLIS), Masters of Science in Information Management (MSIM) and Bachelor of Science in Informatics (INFO) degree programs, which includes event-planning, records management, and communications with prospective students. The Admissions team is an energetic and highly fast-paced environment where we rely heavily on current technologies to meet the demands of the School and our constituencies. In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

Requirements

High school graduation or equivalent and two years of full-time experience supporting admissions or academic programs. Equivalent education and/or experience may substitute for minimum qualifications except there are legal requirements such as license, certification, and/or registration.
Fluency in Microsoft Office Applications (Outlook, Word, and Excel) and email.
Intermediate experience with database programs (such as Access, SQL or similar program) including data entry and maintenance and producing reports.
Familiarity with updating web content.
Experience with a variety of social media platforms (such as Facebook, Twitter, etc.)
Must have excellent demonstrated communication skills; both written and oral.
Proven ability to work comfortably with a diverse population.
Demonstrated ability to organize and prioritize multiple tasks and work effectively under the pressure of deadlines.
Ability to work both independently and as part of a team.
Demonstrated ability to effectively use electronic scheduling tools (such as Outlook) in a business environment.
Minimum of 6 months experience with event planning.
Professional demeanor is required.

Nice To Haves

Bachelor’s degree.
Experience with UW systems MyGrad Program and SDB
Prior experience using SharePoint, Catalyst, Photoshop, In Design, web editing programs and building queries in database (such as Access, SQL or similar program).

Responsibilities

Admissions Administrative Support – 50%
Compile application reviewers scores and comments, including calculations of final scores to rank applicants by for degree chairs final decisions.
Provide assistance to individuals who need specialized or additional support during the admissions process.
Support admissions processes including, but not limited to tracking paperwork, calculating GPAs and updating application databases.
Use the appropriate Application database and University Student Database as appropriate to facilitate the admissions process and update applicant records.
Work with Admissions Operations Specialist to qualify applications according to each programs minimum requirements and ensure applications are ready for committee reviews according to the timelines..
Manage up-keep of Prospective Student CRM including input of new data, archiving of inactive prospects and providing information downloads as requested.
Document and update admissions policies and processes as needed, in collaboration with the Admissions Operations Specialist and Associate Director for Admissions.
Collaborate with Associate Director of Admissions to ensure admission decisions in the application system are up to date and ready to be released.
Track admissions data for prospective students, applicants and admitted students
Coordinate Scholarships – 20%
Coordinate scholarship process, including application, awards and resolves issues during the allocation process.
Coordinate with UW Student Financial Aid to get sensitive information on financial ability for each scholarship applicant.
Manage iSchool Scholarship database and provide reports as requested.
Distribute $1.5 million scholarship funds into student fiscal accounts and keep a detailed record of distributions
Collaborate with Executive Director for Academics and Staff Scholarship Committees to develop a scholarship timeline across all graduate and undergraduate programs.
Work with Admissions Director to award incoming student scholarships in a timely fashion to the offers of admissions.
Collaborate with various offices on campus, such as Student Fiscal Services, Student Financial Aid, and the Veterans Education Benefits Office, regarding distribution of scholarship funds to student accounts.
Communicate with these offices and the student to resolve any blocks or holds on student accounts that prohibit distribution of scholarship funds.
Communication with Applicants and Students 20%
Manage the email help ticketing system (iAsk) answer and assign to others as appropriate.
Communicate the scholarship awards for new and continuing students.
Communicate with candidates regarding the status of their application and respond to questions about the application processes, school and university policies.
Respond to prospective student inquiries about the iSchool programs via email (iAsk), phone, or other sources.
Collaborate with Operational Specialist and other team members to review and edit communication templates and email campaigns for clarity and alignment with process.
General Administrative Support – 10%
Manage iSchool application records retention maintenance working within the guidelines of UW Records Management.
Support event needs for recruitment activities including information sessions, PhD Open House, and orientation (iWelcome) including room scheduling, catering, materials prep and calendaring of events.
Represent the Information School degree programs to students and the public at special events, as required.
Other duties, as assigned