Admissions Operations Specialist - Belmont, CA, US

Position: Admissions Operations Specialist  · Department: Enrollment, Marketing and Communications · Reports to: Director of Admissions · Location: Belmont, California (Hybrid or Remote) · Classification: Full-Time, Non-Exempt · Salary: $ $42.00 per hour based on location · Posit ...

Job description

Position: Admissions Operations Specialist 

Department: Enrollment, Marketing and Communications

Reports to: Director of Admissions

Location: Belmont, California (Hybrid or Remote)

Classification: Full-Time, Non-Exempt

Salary: $ $42.00 per hour based on location

Position Summary

The Admissions Operations Manager plays a vital role in supporting Notre Dame de Namur University's mission by ensuring an efficient, responsive, and student-centered admissions process. The coordinator is responsible for managing application workflows, communicating with prospective students, and providing operational support for recruitment and enrollment efforts across graduate and adult education programs. This position requires strong organizational skills, attention to detail, and a commitment to delivering excellent service to diverse student populations.

Key Responsibilities

Application Processing & Data Management

• Process and track applications, transcripts, and supplemental materials using the university's CRM system.
• Maintain applicant records and ensure data accuracy and compliance with FERPA and institutional policies.
• Responsible for data input and integrity of admissions inquiries and application material into Jenzabar EX, eliminating duplicate records, and stage updates.
• Supports the accurate pushing and/or pulling of admissions records to the Registrar's Office and is the primary contact for error correction in this process.
• Tracks and runs reports for various departments upon request.

Prospective Student Support

• Respond promptly to email, phone, and in-person inquiries from prospective students with clear, helpful information.
• Guide applicants through the admissions process, ensuring they meet deadlines and submit required documentation.
• Schedule interviews, campus visits, and virtual info sessions as needed.
• Manages and optimizes the webinar portal for virtual events.

Recruitment & Outreach Support

• Assist with the planning and coordination of recruitment events, including virtual webinars, graduate fairs, and open houses.
• Prepare marketing and event materials in collaboration with the marketing team.
• Represent the university at selected recruitment events when appropriate.

Administrative & Team Support

• Support the Executive Director of Admissions and Financial Aid and Admissions Counselors with scheduling, communications to prospects, and special projects.
• Monitor and manage general admissions inboxes and calendars.
• Collaborate with faculty and academic program staff to ensure smooth admissions processes for all programs.
• Assists with training on NDNU's G Drive, Jenzabar/EX, CRM, and other systems as needed.
• Supports accurate maintenance and updates of the admissions department's procedure/manual.
• Tracks inventory of swag and promotional materials
• Other duties as assigned.

Qualifications:

Required:

• Bachelor's degree from an accredited institution.
• Minimum of 3-5 years of administrative, customer service, or admissions-related experience.
• Strong communication skills (written and verbal).
• Excellent attention to detail and organizational abilities.
• Proficiency in Microsoft Office
• Familiarity with CRM or database systems. (Element451 preferred)

Preferred:

• Experience in higher education, particularly with graduate or adult education programs.
• Bilingual proficiency is a plus.

Personal Attributes:

• Student-focused with a commitment to inclusivity and equity.
• Proactive and responsive in a fast-paced environment.
• Ability to manage multiple tasks and prioritize effectively.
• Strong interpersonal skills and a team-oriented approach.

Application Procedures: 

NDNU is committed to providing an educational environment that supports a diverse student population. In your cover letter, please include information about your experiences working in a diverse environment, particularly how they relate to the job description, and what qualities you would bring to support this commitment to inclusive excellence at NDNU.

We inspire success by working together to provide meaningful, personalized service in a spirit of excellence. NDNU seeks candidates who deliver value-added services in a responsive, collaborative, student-centered, and respectful manner.

EEOC Policy:

The University is an equal opportunity employer firmly committed to non-discrimination in hiring and other employment practices and personnel policies. In compliance with all applicable federal and state laws, except where a bona fide occupational qualification exists, employment decisions will be made irrespective of the staff member's race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, medical condition (cancer- related or genetic condition), disability and/or any another status protected by law. When necessary, the University will reasonably accommodate individuals with disabilities if they are otherwise qualified to perform all essential functions of the position safely and if it will be done without undue hardship to the University.