Enrollment and Operations Specialist

University of Florida•Jacksonville, FL

6h•$70,000•Onsite

About The Position

This position will be located at 801 W. Bay Street in Jacksonville, FL. It is a full-time role with a standard work schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening or weekend hours may be required to support student-facing events, orientations, or special campus activities. Flexibility is expected during peak enrollment periods and major campus events. Admissions & Student Services This position supports the full admissions and student engagement lifecycle by tracking prospective student inquiries, applications, and interactions within CRM systems such as Slate and Salesforce. Responsibilities include ensuring accurate data entry, timely follow-up, and proactive outreach aligned with recruitment goals, as well as monitoring applicant progress to identify opportunities for intervention, personalized communication, or additional support throughout the admissions cycle. The role assists with creating, updating, and distributing student-centered communications, including email campaigns, informational materials, event invitations, application reminders, and follow-up messaging. The position also coordinates closely with program faculty and admissions teams in both Jacksonville and Gainesville to ensure consistency in messaging, timelines, requirements, and student support. Additional responsibilities include managing calendars, student appointments, advising referrals, and communication logs to support seamless coordination for both prospective and current students. The role maintains organized and accurate student documentation in compliance with university standards, FERPA regulations, and data privacy requirements, and provides responsive, knowledgeable assistance to students seeking information about programs, processes, deadlines, campus resources, or next steps. Operational Coordination The position supports daily campus operations by assisting with scheduling spaces, coordinating room reservations, maintaining space utilization records, and managing building access and security protocols such as badge activations and access lists. It also monitors physical spaces to ensure readiness for daily use, coordinating with facilities, custodial services, and IT support to resolve issues and maintain a professional campus environment. This role assists in planning, coordinating, and executing a wide range of student-facing events, including orientations, workshops, information sessions, advising activities, networking receptions, and graduation ceremonies. Responsibilities may include logistics planning, communications, materials preparation, vendor coordination, staffing, and on-site support. The position serves as a point of coordination with internal and external partners such as facilities management, technology support, catering, print services, and vendors to meet operational needs and resolve issues efficiently. It also helps maintain an organized campus environment by monitoring supplies, managing inventories, and placing orders to ensure materials are available for daily operations and events. Administration, Reporting, & Data Management The role prepares, updates, and analyzes regular and ad hoc reports related to recruitment pipelines, application volume, yield trends, student engagement, event participation, and other enrollment or operational metrics. It ensures accuracy and consistency in data reporting and assists with developing dashboards or summaries to support leadership planning and decision-making. The position also develops and maintains operational materials such as process guides, standard operating procedures, checklists, communication templates, and workflows to support consistent and efficient service delivery. It maintains strict confidentiality and ensures compliance with all applicable university, state, and federal regulations, including FERPA and data privacy standards, while contributing to continuous improvement efforts by identifying opportunities to streamline processes, strengthen recordkeeping, enhance student engagement, and support campus growth. Performs other duties as assigned to support the mission and strategic priorities of UF Jacksonville.

Requirements

Master’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Ability to work and maintain effective working relationships with others
Ability to understand, interpret, and apply applicable rules, regulations, policies and procedures
Ability to effectively communicate in writing and orally
Ability to complete work according to scheduled deadlines
Ability to work with limited supervision
Ability to utilize problem solving techniques and to work independently.

Nice To Haves

Proficiency in Microsoft Office.
Experience supporting admissions, enrollment management, student services, or academic program operations within a higher education environment.
Proficiency with CRM systems (e.g., Slate, Salesforce), data dashboards, or reporting tools; strong comfort working with structured data and tracking workflows.
Demonstrated ability to manage multiple priorities, coordinate logistics, and maintain a high level of accuracy and attention to detail.
Strong written and verbal communication skills, with experience preparing student communications, reports, or event materials.
Ability to exercise sound judgment, maintain confidentiality, and work independently while contributing effectively to a collaborative team environment.
A service-oriented mindset centered on supporting students and contributing to a welcoming, professional campus environment.
Adaptability and comfort working in a developing campus setting where processes evolve and improvements are continuously implemented.

Responsibilities

Tracking prospective student inquiries, applications, and interactions within CRM systems such as Slate and Salesforce.
Ensuring accurate data entry, timely follow-up, and proactive outreach aligned with recruitment goals
Monitoring applicant progress to identify opportunities for intervention, personalized communication, or additional support throughout the admissions cycle.
Assisting with creating, updating, and distributing student-centered communications, including email campaigns, informational materials, event invitations, application reminders, and follow-up messaging.
Coordinating closely with program faculty and admissions teams in both Jacksonville and Gainesville to ensure consistency in messaging, timelines, requirements, and student support.
Managing calendars, student appointments, advising referrals, and communication logs to support seamless coordination for both prospective and current students.
Maintaining organized and accurate student documentation in compliance with university standards, FERPA regulations, and data privacy requirements
Providing responsive, knowledgeable assistance to students seeking information about programs, processes, deadlines, campus resources, or next steps.
Assisting with scheduling spaces, coordinating room reservations, maintaining space utilization records, and managing building access and security protocols such as badge activations and access lists.
Monitoring physical spaces to ensure readiness for daily use, coordinating with facilities, custodial services, and IT support to resolve issues and maintain a professional campus environment.
Assisting in planning, coordinating, and executing a wide range of student-facing events, including orientations, workshops, information sessions, advising activities, networking receptions, and graduation ceremonies. Responsibilities may include logistics planning, communications, materials preparation, vendor coordination, staffing, and on-site support.
Serving as a point of coordination with internal and external partners such as facilities management, technology support, catering, print services, and vendors to meet operational needs and resolve issues efficiently.
Helping maintain an organized campus environment by monitoring supplies, managing inventories, and placing orders to ensure materials are available for daily operations and events.
Preparing, updating, and analyzing regular and ad hoc reports related to recruitment pipelines, application volume, yield trends, student engagement, event participation, and other enrollment or operational metrics.
Ensuring accuracy and consistency in data reporting and assists with developing dashboards or summaries to support leadership planning and decision-making.
Developing and maintaining operational materials such as process guides, standard operating procedures, checklists, communication templates, and workflows to support consistent and efficient service delivery.
Maintaining strict confidentiality and ensures compliance with all applicable university, state, and federal regulations, including FERPA and data privacy standards, while contributing to continuous improvement efforts by identifying opportunities to streamline processes, strengthen recordkeeping, enhance student engagement, and support campus growth.
Performing other duties as assigned to support the mission and strategic priorities of UF Jacksonville.