Admissions Operations Specialist

University of Wisconsin Stout • Eau Claire, WI

7d • Onsite

About The Position

The Admissions Operations Specialist supports admissions technology and operational processes that ensure efficient application handling, record retention, transfer credit evaluation support, and fraud prevention. This role serves as the functional specialist for TES/Transferology processes, document imaging system management, and fraud analysis and prevention efforts, while also providing limited support for admissions CRM operations related to application processing. The position also provides secondary holistic review of applications, supports organizational record maintenance, develops and documents standard operating procedures, contributes to process improvement efforts that strengthen admissions operations, and completes additional projects as assigned by admissions leadership. This role works under general supervision, reports directly to the Assistant Director of Processing and admissions leadership, and is an in-person position.

Requirements

• Bachelor’s degree from a regionally accredited institution.
• Strong technical aptitude and comfort learning new systems and tool
• Excellent attention to detail, accuracy, and data quality.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Effective written and verbal communication skills.
• Ability to work both independently and collaboratively in a team environment.
• Ability to maintain confidentiality while working with sensitive information.

Nice To Haves

• Experience with Slate (CRM), Perceptive (document imaging), and/or PeopleSoft (student information system).
• Experience developing or maintaining documentation, standard operating procedures, or process guides.
• Demonstrated experience with data entry, data validation, and maintaining accurate records.
• Experience troubleshooting data issues, file-processing errors, and system integrations.
• Familiarity with reporting, data auditing, or quality assurance in an information systems environment.
• Understand and interpret policy pertaining to application processing.
• Previous experience in a higher education setting.

Responsibilities

• Support TES and Transferology, including processes related to transfer credit and equivalencies.
• Manage data transfers from TES to SIS, including ongoing maintenance and working with technical support on failed imports and exports.
• Assist in the evaluation of transfer credits, the evaluation of the accreditation status of prior institutions, and determination of the transferability of credits in accordance with UW System Transfer Policy.
• Maintain organization records to ensure accuracy and consistency across admissions technical systems.
• Update institutional organization tables and school data as needed to ensure records are properly structured to support application review, transfer credit evaluations, and reporting needs.
• Manage and support document imaging software used for indexing and storing applicant materials.
• Facilitate and troubleshoot document imports from Slate (CRM) to the imaging system.
• Monitor and facilitate compliance of record retention within the imaging software system.
• Review and investigate suspicious application activity.
• Research tools, processes, and best practices related to fraud detection, investigation, and resolution, and help document and improve procedures for managing fraud.
• Limited technical support of operations in Slate related to application, workflow management, user support, and training.
• Create, update, and maintain standard operating procedure documentation for admissions processes and systems.
• Translate technical and operational practices into clear written procedures for staff reference and training.
• Support consistency, compliance, and knowledge sharing through well-maintained documentation.
• Exercise authority to make admission decisions.
• Review and evaluate admission applications, including secondary holistic review of applications.
• Perform additional projects and duties as assigned by admissions leadership.
• Determines and recommends programs required for optimal problem solution within cost/performance objectives
• May work with external vendors or service providers
• Deives or modifies moderately complex information systems including analysis of business and user needs, documenting requirements, and revising existing system logic difficulties as necessary
• Trains, serves as a resource, and provides guidance to other IT business analysts on routine problems, work processes, and policies
• Formulates and defines systems scope and objectives through research and fact-finding combined with an understanding of applicable business systems and industry requirements
• Participates in requirements planning and feasibility determination
• Performs analyses and prepares reports to ensure that programs meet or exceed schedule commitments
• Works on tasks including project or functional requirements, functional design, functional configuration, testing, and documentation

Benefits

• UW System Transfer Policy
• Background check
• Consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level