Admissions Specialist-637872

Campus: OSU-Oklahoma City
Contact: May Hoheisel, may.hoheisel@okstate.edu

Work Schedule

• Monday through Thursday, 8:00 am–6:00 pm
• Friday, 8:00 am–5:00 pm
• Occasional evenings and weekends

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.52 – $16.14 per hour

About the role

The Admission Specialist is responsible for responding to student inquiries via in-person, phone, email, or other communication methods. Evaluates each potential student’s application documentation—including testing, prior work transcripts, residency, and proficiency in English, Writing, and Math—to determine eligibility for admission to OSU-OKC in accordance with established state and university policy. Provides front-line relationship management and an accurate representation of the applicant to the supervisor and supporting departments. Manages and documents the ongoing relationship between the university and applicants in the customer relationship management system and corresponding system of record. Using all information provided, the individual is responsible for making the final decision on admissions and placement to college-level courses and clearly and promptly communicating that decision to the potential student.

Responsibilities

• Ensure institutional compliance with university and OSRHE policies in the presentation, evaluation, and acceptance of each student.
• Process applications for admission within operational systems following strict data standards guidelines.
• Maintain a current understanding of federal, state, and institutional policies, procedures, and processes, and professionally communicate these to faculty, students, and staff.
• Review, assess, and document transcripts; understand and apply curriculum review; determine course equivalencies.
• Review and document standardized acceptance tests, test scores and/or prior learning to determine program acceptance and placement; evaluate and calculate prior learning and proficiency in English, Writing, and Math for both secondary and post-secondary applicants.
• Evaluate and verify support documents for the determination of international and in-state/out-of-state residency.
• Serve as liaison between the applicant and supporting departments to ensure accurate representation of the applicant in the admission decision.
• Ensure all applicants are communicated with accurately, timely, and regularly so they have confidence in the application process and admission decision.
• Document all work in the customer relationship management system’s university system of record and document-image all information to create the student electronic file; follow the document verification and destruction schedule in compliance with state historical record management policies.
• Retain accurate student records and maintain student confidentiality by observing policies related to student privacy (FERPA).
• Assist in campus-wide retention efforts as applicable to this position.
• Participate in departmental documentation and process improvement efforts.
• Complete all mandatory training and participate in a minimum of two professional development opportunities each year.
• Perform other duties as assigned.

Requirements

• Associate’s degree or equivalent related experience
• Minimum of three years of progressively responsible work experience
• Customer service-oriented with experience working in an office setting in a fast-paced environment
• Experience understanding policy and applying knowledge to render accurate decisions

Preferred Qualifications

• Bachelor’s degree
• Previous work experience in a college admissions office or related field
• Previous experience managing and maintaining records through the utilization of databases and/or electronic communication tools

Skills

• Ability to handle multiple tasks and prioritize effectively
• High degree of integrity; ability to work in a sensitive, highly confidential, and professional environment
• Ability to manage multiple priorities imposed by frequent deadlines, peak workloads, and public/student contact; adapt to change
• Strong interpersonal skills and ability to communicate diplomatically, clearly, and effectively—both verbally and in writing—to exchange information, give/receive instructions, and respond to inquiries appropriately with all students, faculty, staff, and community partners
• Demonstrated knowledge of office technologies including office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Outlook), and CRM systems
• High degree of initiative to work independently and also collaborate in a team environment
• Accurate typing/data-entry skills and demonstrated ability to work with attention to detail
• Ability to use analytical and critical-thinking skills to interpret written policies and procedures and make appropriate and logical recommendations, documenting reasoning
• Ability to perform basic math functions
• Experience and confidence speaking in front of students
• Passion for assisting students with educational endeavors and representing the OSU-OKC and OSU brand with positivity and professionalism
• Demonstrated history of ethical and professional behavior

Working Conditions

• Must be able to work a flexible schedule to include some evenings and weekends
• Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms
• Position requires repetitive desk-to-counter mobility

Physical Requirements

• Duties require extended periods of sitting, talking, and listening
• Duties require extensive use of computers, telephones, and other office equipment
• Requires possible lifting of up to 25 lbs. (If an object weighs more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift)