Operations Specialist - Kirkland, United States - Northwest University

Description

Job ID # Department Admissions Reports To Assistant Director of Events & Operations

Position Summary

As a collaborative member of a motivated, encouraging, supportive, and responsive admissions team, the Operations Specialist fulfills a critical function for enrollment processes to the university.

The position facilitates accurate processing of application materials received by Admissions, supporting all enrollment departments including Kirkland Undergraduate, Graduate, Online, Northwest Partnership Program (NPP), and International Student services.

This individual serves as a front-line representative, with excellent customer service to prospective students, parents, influencers, and constituents. This is a full-time exempt position at 1.0 FTE.

Essential Functions


Application Management:

• Facilitates accurate processing of applications for all programs, utilizing the university's Salesforce-based CRM. Manages the submitted application Undergraduate population.
• Assists Enrollment Counselors with information regarding particular applicants and their applications. Processes decisions and confirmations.
• Manages all deferral and cloning application requests for all Undergraduate and Graduate programs. Ensures all data points are accurate for integration with other offices.
• Assigns merit scholarships to students and works closely with Student Financial Services Office with reports and information they need for packaging.
• Manages de-duplicate processing daily and assists with additional auditing and clean up to ensure data is cleansed across all university departments impacted by the CRM.

Communication Management:

• Administers daily mailings for Kirkland Undergraduate Admissions within the determined mailing sequence including prospective inquiry letters, acceptance letters, value pieces, etc.
• Assists with strategic communication plans with email and text in the CRM.
• Monitor and order all marketing materials, mailing supplies, and office supplies as need.
• Oversees communication with NPP Coordinators regarding updates on applicants.
• Transcript Management
• Oversees the transcript processing for all incoming transcripts of all Undergraduate and Graduate programs. This includes receiving, scanning, uploading, and attaching transcripts into Salesforce. Coordinates with the Registrar's office that transcript evaluation notifications are working correctly. Performs unofficial transcript reviews upon request.
• Inquiry Management
• Manages all inquiry imports from vendors on a weekly basis. Ensures data is imported into Salesforce accurately and in a timely manner. Also available to support prospect name purchase imports as needed.
• Supervises student workers reporting to the Admissions Operations team.
• Provides additional support to all Enrollment offices as needed.

Education/Experience/Skills

• Minimum of 1 year experience in higher education admissions, marketing, sales, or related field.
• Bachelor's degree required.
• Experience working with students in online or non-traditional environments is valuable.
• Understanding of and strong commitment to Northwest University's mission.
• Have or develop thorough knowledge of university enrollment policies, scholarships, academic programs, and other aspects of university life.
• Ability to adapt work hours to accommodate the demands of the admissions calendar, including the potential for frequent evenings and limited weekends.
• Self-motivated, strong desire to establish rapport and relationship with constituents.
• Ability to prioritize and perform in a goal-driven environment, meeting deadlines.
• Passion and determination to deliver outstanding customer service.
• Exceptional communication skills with ability to build credibility and confidence.
• Proficiency with Microsoft Office, Salesforce CRM, and university SIS.
• Critical thinking, problem solving, good judgment, and ability to maintain confidentiality.
• Flexibility to respond to a changing market environment.
• Collaborative partnership in a team environment.
• Highly organized and efficient.
• Valid Driver's License required.
• Reliable car for travel throughout Washington State.
• Demonstrate commitment to maintaining a safe work environment free of harassment, violence, and unlawful discrimination.
• Ability work harmoniously, effectively, and professionally with colleagues.

Working Environment

• Work is generally performed indoors in a typical office setting.
• Limited weekend/evening work required.
• Position works with strictly confidential information.
• Frequently required to be in front of a computer screen for long periods of time.
• Fast-pace environment requiring quick response to email, phone calls, and data requests.

Physical Demands

The functions are usually performed while sitting, but may involve some amount of time standing, stooping, kneeling, bending, crouching, lifting (max. of 40 lbs.), walking, carrying, reaching, stretching, climbing, perform repetitive motions of the hands or wrists and other movements. The abilities of seeing, hearing and speaking are required. Must be able to convey detailed or important spoken instructions or information to others.

Compensation

Based on education and experience, the compensation range starts at $19.50/hour to a median of $20.66/hour.

Lifestyle Standards

Recognize, understand, and agree to live by the spiritual, moral, and ethical standards of Northwest University, as outlined in the Employee Manual.

Application Procedure

Please submit your resume, a letter of interest describing your qualifications, and a completed application form to the Human Resources office.

Applications are available online ), or in the Human Resources Office of Northwest University.

You may submit your package by mail or email.

Northwest University


Attn:
Human Resources

PO Box 579

Kirkland, WA

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Inquiries regarding staff positions may be made to:
Human Resources Office

Northwest University

th Ave NE, Kirkland, WA 98033

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Northwest University does not discriminate on the basis of race, color, national origin, gender, age, or disability in admissions and access to, employment, or treatment in its programs or activities.

Northwest University is an "At Will" employer.

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