Graduate Admissions Professional (Student Services Professional II), Graduate Studies

California State University, San Bernardino • San Bernardino, CA

3d

About The Position

Under general supervision, this position serves as the Graduate Admissions
Specialist for the Office of Graduate Studies. The incumbent independently
reviews and processes graduate applications, evaluates academic credentials to
determine admission eligibility, and ensures adherence to CSU and CSUSB
policies. The incumbent maintains data integrity across multiple systems,
communicates with applicants to provide guidance and updates, and collaborates
with faculty and campus partners to resolve complex admissions matters. The
specialist also contributes to recruitment efforts, data reporting, and
continuous process improvements that strengthen the efficiency, accuracy, and
overall quality of graduate admissions operations.

Requirements

• Possession of these knowledge and abilities is typically demonstrated through the equivalent of two years of professional experience in one of the student services program areas or in a related field; experience should give evidence of competence and indicate the potential for further growth. A master’s degree in a job‑related field may be substituted for one year of the professional experience.
• Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration or a job‑related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year‑for‑year basis.
• Working knowledge of the practices, procedures and activities of the program to which assigned; general knowledge of the methods and problems of organizational and program management. General knowledge of research and interview techniques; and of the principles of individual and group behavior.
• Ability to interpret and apply program rules and regulations; use initiative and resourcefulness in planning work assignments and in implementing long-range program improvements; obtain factual and interpretative information through interviews; reason logically; collect, compile, analyze and evaluate data and make verbal or written presentations based on these data; advise students individually and in groups on routine matters where required; recognize multicultural, multisexed and multi‑aged value systems and work accordingly; establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies and others in committee work, and student advising and community contacts; and, rapidly acquire a general knowledge of the overall operation, functions and programs of the campus to which assigned. Demonstrated ability to make decisions and carry through actions having implications with regard to other program or service areas Services Office.
• Valid CA Driver's License

Nice To Haves

• The ideal candidate will possess a solid understanding of university admissions processes and demonstrate proficiency with systems such as PeopleSoft and CAS. They should be highly organized, capable of managing multiple priorities independently, and skilled in identifying and resolving issues effectively. Strong communication and interpersonal skills are essential.
• Two or more years of experience using PeopleSoft Campus Solutions and CAS application portal.
• Experience working in graduate admissions or higher education settings.
• Familiarity with graduate program admission requirements, policies, and timelines.
• Demonstrated ability to apply institutional policies and procedures to improve operations.
• Strong analytical skills, including the ability to interpret and evaluate data and recommend process improvements.
• Self-motivated with a proactive approach to task management and customer service.
• Proven ability to communicate complex information clearly to diverse audiences.
• Experience working effectively in a collaborative, team-oriented environment.
• Administrative experience involving study, analysis, and evaluation of admissions or academic program processes.
• One year of related experience in admissions, student services, or a comparable administrative support role is preferred.

Responsibilities

• Graduate Admissions Review: • Independently review, analyze, and process graduate program applications to ensure accuracy, completeness, and compliance with CSU and CSUSB admission standards. • Evaluate academic transcripts and supporting records to verify eligibility, including but not limited to GPA, prerequisite coursework, and professional experience requirements. • Enter and maintain accurate application data, GPA calculations, and admission decisions in PeopleSoft and WebAdmit systems. • Communicate with applicants to obtain missing documentation, clarify requirements, and provide updates through the Element451 CRM system. • Advise applicants on admissions policies, application procedures, registration holds, and program changes. • Collaborate with Graduate Coordinators, the Registrar’s Office, and Administrative Computing and User Experience to resolve program status issues and ensure accuracy of ERS data reporting to the Chancellor’s Office. • Support enrollment management efforts by following up with incomplete or in-progress applicants to encourage completion and improve conversion rates. • Interpret, apply, and communicate CSU and CSUSB graduate admission policies and procedures to applicants, students, and faculty. • Resolve complex, sensitive, and non-routine admissions issues requiring independent judgment and policy interpretation. • Review admission denials and, under the direction of Graduate Coordinators, assist in interpreting documentation with students. • Maintain current knowledge of CSU policies and Title 5 regulations to ensure adherence to student rights and appeal procedures.
• Graduate Admissions Operations: • Support the daily operations of graduate admissions, including application downloads, processing official transcripts, and coordinating program admission decision communications. • Troubleshoot admissions-related data integrations between PeopleSoft, WebAdmit, and the CRM system. • Provide back-up support to other Graduate Admissions staff to ensure continuous and efficient workflow. • Assist with development and administration of annual Graduate Coordinator surveys and assessment reporting. • Manage program-level materials for incomplete applications using checklist functions in PeopleSoft. • Run and analyze admissions reports to support data accuracy and operational decision-making. • Ensure compliance with CSU systemwide standards while identifying opportunities to streamline and enhance processes. • Collaborate with campus IT and leadership to develop online tools and workflows that improve efficiency (e.g., GA Summary, GA Decision).
• Recruitment: • Provide back-up assistance to the Recruitment Specialist with CRM-based outreach campaigns to prospective graduate students. • Schedule and coordinate recruitment events through the CRM platform. • Create digital forms and QR codes for recruitment fairs and events to facilitate attendee engagement and data collection. • Support communication and engagement efforts that promote graduate programs and enhance applicant experience. • Assist with graduate recruitment and outreach initiatives as needed.
• Other • Perform all other classification-related duties as assigned.

Benefits

• The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees