Law Admissions Coordinator

Chapman University Careers•Irvine, CA

About The Position

The Law Admissions Coordinator reports to the Associate Dean of Admission and is an integral member of the Fowler School of Law admissions team. The role processes first-year JD, transfer, and visiting applications, from updating and preparing files for readers through processing decisions and preparing and sending decision communications. The coordinator manages day-to-day office operations and supports the departmental database, UNITE, and PeopleSoft, producing reports and data summaries as needed. The coordinator provides prospective students with information about the Fowler School of Law and its application process, supports applicant communications, and assists with recruitment events and occasional recruitment travel. The position also provides administrative, logistical, financial-processing, and clerical support to the admissions office.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
At least one year of experience working with departmental database systems and/or other customer relationship management systems.
Recent experience providing administrative support.
Proven telephone etiquette, including directing calls and taking accurate messages.
Strong communication and interpersonal skills, with the ability to interact with diverse individuals and groups at all organizational levels, inside and outside the university.
Strong organizational skills and demonstrated ability to schedule, calendar, and coordinate logistics for meetings, special events, travel arrangements, and mailings.
Strong writing and editing skills, including the ability to prepare and proofread clear, concise, grammatically correct business correspondence and other documents.
Ability to plan, prioritize multiple projects, and complete them in a timely manner.
Ability to organize and maintain large quantities of data and information accurately and efficiently.
Meticulous attention to detail.
Ability to use standard office equipment, including a multi-line phone system, copier, and fax machine.
Ability to use tact, diplomacy, and good judgment and maintain confidentiality.
Ability to learn and comply with FERPA regulations and other policies, rules, and regulations.
Ability to work in a busy office environment with many interruptions.
Ability to take direction and carry out a plan of action.
Strong commitment to customer service and teamwork.
Experience using word-processing, spreadsheet, presentation, internet, and email applications.

Nice To Haves

Experience using Microsoft Office Suite software.

Responsibilities

Provide applicant coordination and administrative support.
Provide prospective students with information about the law school and application process.
Greet and direct visitors and manage the admissions suite reception area.
Screen calls for the Associate Dean.
Track inquiries, applicants, and decision status, and prepare data summaries and reports as requested.
Coordinate the receipt, tracking, and file setup of inquiries and applications.
Prepare applicant decision letters and coordinate admitted-student and prospective-student mailings and informational packets.
Communicate with applicants about file status and advise them on how to complete their files.
Process applicants in PeopleSoft and ensure accurate information flow from ACES2/UNITE to PeopleSoft.
Work with the ACES2/UNITE database, including Export and Crystal Reports, and serve as a primary contact with LSAC regarding system upgrades, problems, related services, and FlexApp.
Produce reports and analyses as needed.
Process incoming and outgoing mail, deliveries, and shipping.
Prepare check requests and expense reports, track expenditures, and ensure timely payment; process checks and invoices for payment.
Order admissions office supplies, materials, promotional items, and swag.
Assist with travel arrangements, schedules, appointments, meetings, and conferences.
Perform clerical duties such as photocopying, faxing, data entry, and periodic mass mailings.
Assist with archiving and purging applications.
Assist with coordinating Open Houses, admitted-student events, and prelaw events.
Represent the law school at law and graduate school fairs as requested by the Associate Dean.
Create and send Candidate Referral Service emails through UNITE before graduate or law school fairs.
Assist prospective and current applicants, when specified admissions leaders are absent, by telephone, email, and website on inquiries and basic admissions requirements and processes.
Assist with prospective-student campus visits, class visits, and tours.
Perform other related duties as assigned by the Associate Dean of Admission and the Director or Associate/Assistant Director of Admission.