Admission Operation Specialist, Application and Communication Coordinator

Wheaton College of Massachusetts
Massachusetts, United States
Salary Not Specified
Posted Date
Sep 9, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Community Relations & Institutional Outreach, Student Affairs, Admissions, Enrollment, Retention & Registrar, Other Student Affairs, Student Activities & Services
Employment Type
Full Time
Wheaton is a leading private, coeducational, liberal arts college of 1800 students located in Norton, MA and within easy commuting distance of Boston and Providence.

Posting Details

Posting Details

Posting Number:


Position Title:

Admission Operation Specialist, Application and Communication Coordinator


Job Type:


Staff Term:

12 Months

Staff Work Schedule (hours/dates):

Monday - Friday, 8:30am - 4:30pm

Academic Year Schedule (dates):

Faculty Term:

Position Type:




Job Summary/Basic Function:

Admission Operation Specialist, Application and Communication Coordinator

Wheaton College is seeking a full-time Admission Operation Specialist, Application and Communication Coordinator who reports to the Director of Admission. Exact title and salary will be commensurate with the level of experience of the successful candidate. Incumbent serves as a key member of the Office of Admission operation staff to meet the division’s evolving goals and objectives. The successful candidate will demonstrate a high level of technological competency while working collaboratively among a dynamic and fast-paced enrollment organization.
  • Responsible for all aspects of application management and conducts audits of applications and collaborates with the Slate team and Director of Admission to ensure data integrity.
  • Uploads inquiry files from various partner vendors into Slate. Maintains documentation to audit and preserve quality of inquiry data, including undeliverable follow-up, and unsubscribe requests.
  • Troubleshoots problems with upload of applications and supporting credentials.
  • Coordinate admission decision letter release and mailing with Director of Admission and Slate Coordinator.
  • Processes defers and withdraws, sending appropriate follow up communication.
  • Collaborates with marketing and communication liaison in executing mailings.
  • Sends admission updates to all necessary departments with respect to changes to enrolled class between May – September and mails enrollment acknowledgment packets.
  • Maintains inventory of marketing mailings and recruiting collateral on and off campus. Documents ordering, delivery, storage of admission materials including letterhead and envelopes and initiating reprints of materials as needed.
  • Assists marketing and communication liaison proofing admission letters to ensure all letters are updated in google share drive and Slate.
  • Maintains high school database in Slate and Banner.
  • Executes printed mail process for prospects, inquiry, applicants and enrolled students providing operational support to our communication sequence. Assist as needed with direct mail campaigns including list management, fulfillment and status ensuring that interactions are documented in the students’ timeline.
  • With other Admission Operations team members: manage incoming mail, counselor database, data entry and data imports; processes, scans, and verifies applications (and related materials), transcripts, standardized testing, and admission decisions; and responds in a timely and professional manner to all general inquiries from prospective students and parents, as well as school officials, related to Wheaton’s application process.
  • Provides front desk support (as needed), not limited to, answering incoming phone calls, and exemplifies excellent customer service for division and in coordinating visits and welcomes prospective students, parents, and other visitors to the Office of Admission.
  • Provides routine administrative support to Admission Officers that might include promotion (mail and email) of travel events and support for various special events and projects as needed.
  • Provides on-going support to counselor(s) during travel and reading season through the admission buddy program.
  • Assists with monitoring project timelines for all admission/marketing and communication projects.
  • Supports student employment supervisor, serving as a back-up in the coordinator’s absence to handle student employment related issues/inquiries.
  • Works on designated Saturdays, in rotation with other staff, as needed. Represents Wheaton during weekend and evening admission programs. Works as needed during the college holiday break, as needed. Is available (on-call) for possible weekend work during key peak periods.
  • Performs other related duties as required or assigned by the Director of Admission.
  • Explores ways to utilize technology to make the office operations more efficient and effective.
Minimum Qualifications:

  • High school diploma required; Bachelor’s degree preferred.
  • At minimum, duties require knowledge of administrative skills equivalent to the completion of a Bachelor’s degree and one to three years of related experience, or the equivalent combination of education and experience.
Preferred Qualifications:
  • Working knowledge of current office procedures, practices, and technology software and systems, as well as a demonstrated record of using technology to improve efficiency.
  • Proficiency with computers required, and experience and with databases and productivity applications (e.g. Microsoft Office Suite, Slate, Banner, Google Office Suite, and Qualtrics) strongly desired.
  • Ability to work independently while operating effectively within a team in a fast-paced, customer service environment with patience; flexibility; a positive attitude; and strong organizational, interpersonal, diplomatic, negotiation, leadership, customer service skills.
  • Eagerness to assume new responsibilities.
  • A high level of energy and a can-do attitude.
  • Possess diplomacy, tact, and knowledge of College-wide operations.
  • Sound judgment, and a clear understanding of and discretion, with the handling of personal and confidential information is essential.
  • Excellent organizational, interpersonal, customer service, and written and oral communication skills, as well as accuracy and attention to detail are strongly desired.
  • Willingness and ability to prioritize and manage multiple tasks against tight deadlines, serving as a close collaborator with teammates in the division and across campus, and work in an office with a high level of customer service is expected.
  • Demonstrated commitment to supporting diversity, equity and inclusion is essential.
Physical Demands

  • Normal office environment, not subject to extremes in temperature, noise, odors, etc.
  • May spend extended periods at the terminal, on the telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
  • Regular interruptions to assist staff, faculty, and students.
  • May require bending, lifting and carrying of mailing materials and office supplies.
ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement

Wheaton is a private coeducational liberal arts college within easy
commuting distance of Boston and Providence. We have nearly 1,700
undergraduates from 40 U.S. States and more than 70 countries. Nearly 23%
of our undergraduates are U.S. students of color and 11% are international
citizens. Wheaton College is an equal opportunity/affirmative action
employer and does not discriminate against any individual or group on the
basis of gender, sexual orientation, gender identity or expression, age,
race, color, religion, national origin, veteran status, genetic
information, or disability. In a continuing effort to maintain and enrich
an intellectually diverse learning environment, the Department and the
College actively encourages applications from women and members of
underrepresented groups.

Posting Date:


Closing Date:

Open Until Filled



Office of Human Resources

Contact Phone/Extension:


Contact Email:

Contact Fax


Special Instructions to Candidates:

To prevent the infection and spread of COVID -19 and as an integral part of our public health and safety measures, Wheaton College requires that all successful applicants hired provide proof of full vaccination and one booster for COVID -19 at the time of employment, unless an exemption from this policy is requested and approved. Applicants believing that they need an accommodation of this policy because of a disability, medical condition, or sincerely-held religious belief should inform the Office of Human Resources after an offer of employment is extended.

Supplemental Questions

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Optional & Required Documents
Required Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. List of References

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