Operations Coordinator

Operations Coordinator

Posting Number: R0004764
Location: Salem Campus

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Please read the following carefully before beginning the online application process.

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Position Summary:
As part of the admission operations team, the Operations Coordinator will act as the front line of contact for the office of admission's primary email accounts, along with phone and occasional front desk coverage. Deploying and maintaining functional systems within the client relationship management tool, Slate, along with processing of application materials will be a year round priority. Additional support will be provided for the travel recruitment process as well as various administrative tasks as directed. This position requires a high level of attention to detail, initiative and problem solving skills, an ability to manage multiple projects, and effectively communicate with both internal and external audiences.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Duties

• Serves as primary respondent to incoming communication from students, families, and other key audiences, ensuring timely and accurate customer service
  
  • Includes inboxes for the College of Arts & Sciences and Pacific Northwest College of Art, Slate gateway, phone, mail processing and sorting, and occasional front desk coverage
    

• Supports application processing
  
  • Coordinates matching application materials to applicant record
    
  • Supports daily downloads from vendor partner sites
    
  • Calculates applicant GPAs following institutional guidelines and processes
    
  • Engages with high school partners to effectively complete applications
    
  • Cross-trained in international credential processing
    
  • Well versed in sentence structure, syntax, and grammar to provide primary oversight of admission sentence review and editing process
    

• Database Maintenance
  
  • Runs daily and weekly audit queries to ensure accuracy of database
    
  • Manages return mail correspondence to update accurate contact information
    
  • Coordinates consolidation of records and other data cleanup projects as needed​
    

• Admission Recruitment Travel Support
  
  • Routes all visitation invitations to appropriate territory manager in coordination with recruitment team members to ensure accurate master travel calendar
    
  • Supports inquiry card data entry or spreadsheet data uploads received after travel
    

• Administrative Office Support
  
  • Liaise with university print services department on development and production of physical materials including visit posters and decision letters
    
  • Maintains departmental meeting agendas and notes
    
  • Assists with maintenance of various departmental document repositories
    

• Additional Responsibilities
  
  • Execution of projects and tasks delegated by the Assistant Director and Director of Admission Operations
    
  • Develop and maintain documentation for various departmental processes
    
  • Assist in training and guidance of student interns
    
  • Requires constant communication on collaborative tasks that can be stopped and started with continuity as multiple people work toward completion
    
  • Safeguards the confidentiality of student, staff and university information by exercising discretion
    
  • Demonstrates the highest professional demeanor and ethical behavior while representing the University.
    
  • Admission staff members are expected to remain current in external market conditions and identify best admission practices
    
  • Performs other related duties as assigned
    

Minimum Qualifications

• Any combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position
  
• Excellent verbal and written communication skills. Strong writing, revising, editing, and proofreading skills.
  
• Ability to work independently within a team and a strong customer service orientation
  
• Excellent organizational and time management skills with the ability to manage multiple projects and see projects through to a timely completion
  
• Ability to maintain a high standard of accuracy and quality under the pressure of deadlines and with a high level of professionalism
  
• Proactive, creative problem-solving approach
  
• Experience with integrated databases, email, Zoom, Google Suite and Microsoft Office
  

Preferred Qualifications

• Bachelor's degree
  
• Experience in a higher education setting
  
• An appreciation for and understanding of the value of a liberal arts education and the ability to effectively communicate the value, message, and brand of Willamette University
  
• Ability to interact effectively with varied internal and external constituencies demonstrating tact, diplomacy, discretion and good judgment
  
• Working knowledge of and experience using Constituent Relationship Management (CRM) tools such as Slate
  
• Ability to learn, adapt to, and utilize new computer systems and technology
  

Salary: $19.43 per hour

Typical Work Schedule:

Monday - Friday 8 am - 5 pm

* requires working some evenings and weekends

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover Letter
  
• Resume
  

Applications will be reviewed on a rolling basis and continue until the position is filled.

Incomplete applications will not be considered.


Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Operations-Coordinator_R0004764

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.





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