Graduate Admissions Specialist (14290)

Get to Know American University

At American University we value open and honest inquiry, servant leadership, and the affirmation of the human dignity of all. We envision a thriving AU community where individuals of all identities and experiences are understood, appreciated, and fully included, and where equitable treatment, opportunities, and outcomes prevail.

Our diverse community of students, faculty, and staff represent every state and more than 150 countries. Our internationally recognized faculty are today's thought leaders in the areas of public policy, law, the arts, communications, international development, and more. Our staff are innovative, service-oriented, and dedicated to moving the university towards achieving its strategic goals. We are committed to an excellent experience for all of our students, faculty and staff and share a passion for creating change through our knowledge and our work.

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About the Department/Unit

The School of Public Affairs (SPA) at American University enjoys top rankings and national recognition across its range of graduate programs in the fields of Data and Political Science, Political Communication, Public Administration, Public Policy, Justice, Law & Criminology, and Terrorism & Homeland Security Policy. With the competitive edge of being positioned in Washington, D.C., SPA offers students a world-class education that prioritizes rigorous empirical and academic research and study as well as a focus on practical applications and solutions in preparation for purpose-driven careers.

SPA's dynamic and innovative Office of Graduate Admissions (OGA) serves the full graduate enrollment cycle for the School's array of graduate degrees and certificates. Comprised of a team of talented and committed professionals, OGA seeks a forward thinking, and technically competent lead for the graduate admissions and merit aid processes as well as reporting and data analytics integral to the School's continued success in attracting the best, brightest, and most diverse students with a dedication to public service.

Summary/Objective

The Graduate Admissions Specialist will serve a vital processing, tracking, and front-line role within the Office of Graduate Admission (OGA) in the School of Public Affairs. The Graduate Admissions Specialist will primarily provide support for the timely and thorough processing of prospective graduate student applications, including direct interface with applicants (written, online, and in person), extensive use of the campus’ CRM, Ellucian Recruit, and the management and update of an array of tracking spreadsheets. This position will also provide support with admissions, enrollment, and assessment reports; merit aid (Graduate Financial Aid ((GFA)) notifications, tracking, and auditing; international student immigration paperwork; admissions marketing collateral; and relevant event preparation, delivery, and follow-up.

This position reports directly to the Associate Director of Graduate Admissions & Enrollment Analytics as part of the SPA Office of Graduate Admissions, which includes the Assistant Dean of Graduate Enrollment, the Assistant Director of Graduate Recruitment, Coordinator of Recruitment and Advisement, and supporting graduate student staff. In addition to the OGA staff, the position will work with the SPA Senior Associate Dean, graduate applicants and admitted students, faculty members, as well as other campus graduate admissions units and support services. The position may also directly supervise one to two hourly graduate students.

Essential Functions

1. Application & Admissions Support: Primarily responsible for supporting the Associate Director of Graduate Admissions & Enrollment Analytics. Duties include processing applications, entering, and maintaining relevant admissions data in various University systems. This position will review official and unofficial college transcripts to verify final grade point averages (GPA), degree conferral, and send international transcripts for evaluation. This position will regularly assist SPA graduate applicants, admitted students, faculty members, and staff with their questions and concerns regarding the application/admissions processes utilizing various mediums (written, online, in-person, and over the phone). The Specialist will also support the merit aid (Graduate Financial Aid ((GFA)) notification, tracking, and auditing processes of the School. This position assists with the edit and release of communications related to application, admission and/or merit aid processes. This area of responsibility may include supervising one to two graduate student staff in support of the OGA process.
2. Spreadsheet Management & Data Reporting: Creates and manages an array of application, admission, and merit aid spreadsheets requiring regular update. Contributes to data compilation for surveys, as well as enrollment and assessment reports.
3. Events Planning & Logistics: This position intermittently supports OGA’s efforts to prepare, deliver, and follow-up on recruitment/admission/ onboarding events for prospective and admitted graduate students. This position will be asked to periodically extract targeted distribution lists from the CRM to support graduate enrollment initiatives.
4. Other Projects: Duties as assigned.

Supervisory Responsibility

• Supervises one to two hourly graduate student staff who support the application and data entry/management processes for the SPA Office of Graduate Admissions.
• Student staff maintain part-time work commitments primarily during the academic year and in support of peak demand for SPA’s Spring and Fall enrollment cycles.

Work Environment

Position Type/Expected Hours of Work

• Full Time.
• Specialist A.
• Exempt.
• The incumbent is required to work a 35 hour a week, hybrid-modality schedule, with at least two days on-campus.

Required Education and Experience

• Bachelor’s degree with advanced training in MS Office software applications or equivalent in education, training, and experience.
• 1-3 years of relevant experience.
• A minimum of one (1) year of relevant full-time professional experience (post-degree) in a higher education environment or other relevant experience in a high traffic, customer contact position within a complex organization.
• Experience with databases and acute attention to detail.
• Proficiency in MS Office software applications (Excel, Word, PowerPoint, Outlook) and web-based research.
• Experience managing sensitive information and maintaining confidentiality.

Preferred Education and Experience

• Familiarity with Ellucian Recruit CRM or other customer relationship management software and/or Colleague.
• Experience in a front-line customer service role.

Additional Eligibility Qualifications

• Must be able to work some evening and weekend hours as required.
• Ability to gather and analyze data using basic research methods and databases
• Comfort and experience with computer technology and willingness to learn new computer programs.
• Ability to manage a fast-paced, deadline-driven environment; be a proactive self-starter; adapt and operate at a high level of efficiency with moderate direction and supervision; complete multiple assigned tasks independently and on schedule.
• Excellent administrative and organizational skills.
• Strong interpersonal and communication skills (verbal and written), with a customer service orientation and ability to communicate; effectively interact with people of all ages and diverse backgrounds.
• Team-oriented with an ability to foster positive and productive working relationships in a professional and courteous manner with students, staff, and faculty.

Others

• Hiring offers for this position are contingent on successful completion of a background check.
• To ensure the health and safety of our community AU requires COVID-19 vaccinations for faculty and staff. Click here to learn more about our health and safety directive.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite.Click here to learn about American University's unique benefit options .

Current American University Employees

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Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Nearest Major Market: Washington DC