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Admissions Processing Analyst

California State University, Monterey Bay
California, United States
Salary Not specified
Closing date
Aug 22, 2021

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Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Employment Type
Full Time
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Job Details

Admissions Processing Analyst

Classification: Administrative Analyst/Specialist Non-Exempt
Department Name: Office of Admissions
Job Number: MB2021-CB2723
Status: Open Until FilledApplication Screening Begins: Wednesday, July 7, 2021
Priority Screening Date: 07/06/2021
Recruitment Status: Application Screening Begins: Wednesday, July 7, 2021

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives through a focus on student success and engagement through project-based learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. CSUMB is both a Minority Serving Institution (MSI) and an Hispanic Serving Institution (HSI) and has a vibrant, diverse student body of over 7,600 students.

The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below market rate campus housing and competitive salaries for faculty and staff.


Under the general supervision of the Assistant Director of Admissions Operations and with daily oversight by the Lead Admissions Analyst, the Admissions Processing Analyst/Specialist is responsible for coordination and processing of domestic, international and graduate admissions applications and related documents, processing of fee waivers, and resolving unknown school codes. In addition, the incumbent is responsible for processing admissions related transactions in WebAdmit, OnBase, SalesForce and OASIS (PeopleSoft CS) in support of the application for admission.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  • Performs a variety of technical duties in OASIS, OnBase and WebAdmit using batch application processes, workflow management, and transfer credit and test score processing. Coordinates the day-to-day application processing, processing of application related documents, and ensures integrity and accuracy of admissions data. Executes mass update and mass matriculation process and reports outcomes to key campus stakeholders. Executes quick admit and batch admit processes using OASIS rules engine for student populations that are early entrants to CSUMB (i.e; Credential, Graduate, Extended Ed). Executes test score loads through a variety of methods (PS delivered, PDL, Early Start). For all processes used, performs initial troubleshooting when issues arise.
  • Processes and performs quality control checks on all transcript data (i.e.; EDI, OCR, PDF, Hard Copy). This includes working with prospective students, communicating within and outside the organization, and resolving complex issues related to document transmission (i.e; Joint Services Transcripts, College Board, Parchment, National Student Clearinghouse, XAP) and processing for domestic, international, graduate and undergraduate applicants. In addition, coordinates and performs quality control checks over OASIS and OnBase workflows and automated processes as they relate to transcript data.
  • Responds to requests and inquiries in Admissions delegated email accounts. Resolves daily issues that are reported by internal and external stakeholders (i.e; data integrity issues, requests for updates to OASIS, requests to process documents, requests to process applications manually). Performs follow-up audits to insure the accuracy of the data entered into OASIS and the OnBase system.
  • Reviews school codes and creates new school codes in OASIS when non-existent. Coordinates with the Chancellor's Office to collect information required to create new school codes in OASIS.
  • Process residency documents for tuition purposes, processes fee waivers and refunds (i.e; Veterans, Exception to Policy, Enrollment Confirmation, Application Fee), reviews the validity of documents presented for admission, and verifies graduation dates.
  • Coordinates degree verification for Associate Degree for Transfer (SB1440) and completes ERS reporting audits. Provides direction and/or training and assistance to others in work processes and procedures.
  • Manually updates admissions checklist when necessary including: transcripts, test scores, application fees, and residency data. Assigns and updates athletics recruitment categories. Assists with supervision and prioritization of work assignments for student assistants. Assists with Admissions, Recruitment, Orientation, and other events and functions that support CSUMB goals and objectives, as needed.

  • Other Functions:

    Performs other job-related duties and special projects as assigned.

    Knowledge, Skills and Abilities:
    Knowledge: Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.

    Abilities: Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Ability to compile, write, and present reports related to program or administrative specialty. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.

    Minimum Qualifications:
    General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor’s degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

    Specialized Skills:

    Preferred Qualifications:
    Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google Suite, SalesForce and Admissions related technologies. Experience with WebAdmit, XAP, or other automated student information retrieval systems, software programs such as OnBase Software or Hyperion reporting. Highly desirable: Demonstrated understanding of and commitment to CSUMB’s Founding Vision Statement.

    Special Conditions of Employment:
    • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
    • The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
    • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
    • This position has been designated as a sensitive position with access to, or control over, cash, checks, credit cards, and/or credit card account information; and access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards;
    • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
    • May require occasional evenings and/or weekend work.


    Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

    There are components of this job which are deemed essential on campus. This position will primarily work on the main campus, with occasional work from home. This position requires working on campus with students. The health and safety of our students, faculty, and staff remain our highest priority. In the fall, students, faculty, staff, and the community can expect that masks will be required and that the appropriate degree of social distancing will be in place in all areas based on evolving guidance. Additionally, all students, faculty, and staff are encouraged to be vaccinated before coming to campus. All community members who work or attend class on campus should expect to participate in a random or periodic testing system. CSUMB will communicate more information about vaccination requirements and testing protocols when the details become available.

    Compensation and Benefits:
    • Type of Appointment: Full-Time, Probationary
    • Collective Bargaining Unit: R09 - Technical and Support Services
    • Anticipated Campus Hiring Salary: Low $4,000’s/month
    • CSU Salary Range
    • FLSA Status: Non-Exempt

    CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R09. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.

    How to Apply:
    To apply, visit


    For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

    CSUMB is not a sponsoring agency for staff or management positions.

    Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.


    CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at:

    CSUMB is a smoke and tobacco-free campus.


    CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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