Admissions Electronic Data Exchange Coordinator and Contracts Administrator

About the Role

The Admissions Electronic Data Exchange Coordinator and Contracts Administrator supports enrollment management by managing data exchanges, handling contractual agreements, and ensuring accurate, secure data flow. This role combines technical data coordination with contract administration to facilitate efficient admissions processes and compliance.

Responsibilities

• Manage electronic data exchange workflows between the admissions office and external partners (e.g., high schools, testing agencies, financial aid, and third-party services).
• Ensure accurate data entry, data integrity, and timely updates in the student information system (SIS) and related platforms.
• Serve as the primary point of contact for data transfer requests, file formatting specifications, and documentation requirements.
• Request, track, and organize incoming documents (transcripts, letters of recommendation, test scores, eligibility documents) from prospective and incoming students.
• Draft, review, and administer enrollment-related contracts and agreements (articulation agreements, waiver forms, data-sharing agreements) ensuring compliance with university policies and applicable laws.
• Maintain contract templates, version control, and approval workflows; coordinate with legal, compliance, and academic departments as needed.
• Monitor data security and privacy procedures related to student records, including FERPA compliance.
• Generate reports on data exchange activity, contract status, and enrollment metrics; present findings to leadership as required.
• Provide training and support to staff on data exchange processes, contract protocols, and document collection procedures.
• Assist with special projects in admissions operations and participate in cross-functional enrollment initiatives.

Physical Demands

• Regularly required to sit, stand, use hands to handle or feel, and talk and listen.
• Frequently required to walk, reach with hands and arms, stoop, kneel, or crouch.
• Must occasionally lift and/or move up to 15 lbs.

Requirements

• Bachelor’s degree in office administration, business administration, communications, or related field.
• Preferably in a higher education or student affairs setting.
• Proficient in the use of Microsoft Office Suite, calendar management software, and other productivity tools.
• Excellent written and verbal communication skills, with the ability to tailor messaging for diverse audiences.
• Strong organizational skills, attention to detail, and the capacity to handle multiple priorities simultaneously.
• Demonstrated discretion and confidentiality when dealing with sensitive information.
• Collaborative mindset and the ability to build effective working relationships across all levels of the organization.
• Flexibility and adaptability to accommodate the changing needs and demands of a fast-paced, dynamic environment.

Preferred Qualifications

• Master’s degree in office administration, business administration, communications, or related field.
• Experience supporting a senior-level administrator or executive within a college, university, or educational setting.
• Knowledge of student information systems and campus-wide administrative processes.
• Familiarity with enrollment management and student affairs functional areas.
• Customer service-oriented and student service-minded.
• Ability to communicate effectively with internal and external partners.
• Ability to discern and connect with stakeholders on a high level and be respectful of concerns and matters therein.