Manager of Admissions Processing Operations

University of St Thomas•Saint Paul, MN

20h•$63,000 - $75,000

About The Position

The University of St. Thomas invites qualified candidates to apply for a Manager of Admissions Processing Operations position within the Admissions Department. The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment. The University is an Equal Employment Opportunity Employer (EEO). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic. This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good. A successful candidate will possess a commitment to the ideals of this mission. The Manager of Admissions Processing Operations provides strategic leadership for the admissions processing operations supporting undergraduate and graduate admissions. This role serves as the owner of the admissions processing systems and workflows and ensures the seamless and efficient movement of prospective students through the admissions lifecycle, from inquiry through enrollment, while maintaining the highest standards of data integrity, operational excellence, and customer service. The position plays a critical role in optimizing operational workflows, consolidating processing functions, and ensuring accuracy and efficiency in managing admissions documents, new student inquiries and technology-enabled business processes that support admissions operations. The position serves as the primary functional expert for admissions processing systems and business processes, working in close partnership with the Enrollment Technology & Analytics (ETA) team and other campus partners to optimize system functionality, monitor and interpret system-generated processing reports, investigate processing exceptions and errors, implement technology enhancements, and continuously improve operational workflows. This role requires exceptional analytical ability, meticulous attention to detail, and a proactive approach to identifying root causes, designing scalable solutions, learning complex systems and preventing future processing challenges. The admissions processing environment is fast-paced and dynamic, with significant seasonal fluctuations in application volume and competing institutional priorities. The successful manager actively participates in daily processing operations alongside the team, balancing process improvement with a willingness to perform operational work to ensure critical deadlines are met and exceptional service is maintained. The Manager oversees the admissions processing team, ensuring the timely and accurate handling of application materials while maintaining compliance with university policies and external regulations. The position reports jointly to the Director of Undergraduate Admissions and the Director of Graduate Admissions, ensuring alignment with institutional enrollment strategies.

Requirements

Bachelor’s degree
Minimum of five years of experience working with CRM and student information systems (e.g., Salesforce, Slate, Banner, or similar), including troubleshooting processing issues, managing data quality, supporting system integrations or optimizing business processes

Nice To Haves

Master’s degree
2-3 years of experience in higher education admissions, enrollment management, or a related field
At least 2 years in a leadership or supervisory role.

Responsibilities

Provide direct supervision, training, and professional development for the admissions processing team serving undergraduate (FTFY, TR, DFC and Int’l) and graduate admissions (for 10 schools and colleges).
Monitor workloads and adjust staffing assignments to maintain efficiency and service levels for all applicant pools.
Foster a collaborative team environment that prioritizes accuracy, efficiency, and responsiveness in admissions processing.
Serve as a liaison between Graduate and Undergraduate Admissions, Financial Aid, ITS, ETA, Registrar, Student Life, and other key departments to ensure a smooth transition for incoming students.
Communicate process updates and best practices to stakeholders across campus.
Work closely with both Directors of Admission to align admissions processing operations with institutional enrollment goals.
Oversee and refine the end-to-end admissions document processing workflow, ensuring a seamless transition from inquiry to current student processes.
Analyze complex processing and data issues, identify root causes, and identify opportunities for automation, workflow optimization, and process standardization through effective use of technology.
Ensure accurate and timely data entry into the university’s CRM and student information systems for undergraduate and graduate inquiries and applicants.
Develop, maintain and continuously improve standard operating procedures (SOPs) for admissions processing to ensure consistency, efficiency, and scalability across programs.
Collaborate with ITS, ETA, Registrar, Student Life, and Financial Aid to identify operational needs, resolve system and process issues, and enhance the admissions systems, integrations, and automation tools.
Serve as the functional lead for admissions processing systems, collaborating with ETA to define business requirements, test, implement, and maintain system enhancements and process improvements in admissions processing systems (Salesforce, Banner and Optix).
Monitor automated processing jobs, system-generated reports, and processing exceptions; investigate errors, data discrepancies, integration issues and coordinate resolution with technical partners.
Ensure data integrity across the CRM, student systems and other third-party applications (such as Parchment, Scoir, National Student Clearinghouse) by monitoring data quality, resolving processing exceptions, and maintaining accurate student records across integrated systems.
Recommend and implement data, process, and technology improvements to increase operational efficiency, and reduce manual work and support the scalability of admissions operations as application volume grows.
Ensure all admissions processing activities comply with university policies, accreditation requirements, and state and federal regulations.
Maintain the integrity, confidentiality and security of applicant data and documentation for undergraduate and graduate admissions.
Monitor data quality and processing metrics to identify trends, detect anomalies, and proactively resolve issues before they affect applicants or university operations.