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Operations and Records Specialist II

Employer
Bentley University
Location
Massachusetts, United States
Salary
Salary Not specified
Date posted
Jan 16, 2025
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Job Details


Job Description Summary

The Operations and Records Specialist II is responsible for processing graduate school applications, and supplemental materials in the Admission CRM, Slate. This function has a direct impact on the graduate school achieving its enrollment goals.

Assigned a portfolio of graduate programs, the Operations and Records Specialist II verifies submitted applications and facilitates collection of required materials and routing through decision processes in accordance with application deadlines and internal processing activities .

Collaborate with admission officer(s) for assigned programs to ensure applications are moving through planned processes and receiving timely outreach and assistance. Process assigned records, including email inbox and application/workflow bins in a timely manner, scan and index admission credentials.

Essential Duties

  • Assigned a portfolio of graduate programs, the Operations and Records Specialist II verifies submitted applications and facilitates collection of required materials and routing through decision processes in accordance with application deadlines and internal processing activities.

  • Collaborate with admission officer(s) for assigned programs to ensure applications are moving through planned processes and receiving timely outreach and assistance. Process assigned records, including email inbox and application/workflow bins in a timely manner, scan and index admission credentials.

  • Pre and Post admission, the Operations Specialist II will utilize student information system, Workday, to download student transcripts, update biographical and visa information for international students, and verify graduate record creation.

    ?This position also serves as a Designated School Official (DSO), a crucial role in supporting international students. The DSO will issue and manage immigration forms, such as the Form I-20 for students to obtain an F1 student visa using Ellucian ISSM.

  • Create and maintain constituent records in Slate, including but not limited to: inquiries, applicants, organizations, and event attendee list uploads in support of recruitment efforts. Ensure accuracy and completeness of application data in accordance with office policies and procedures. Use discretion in managing and securing confidential student data.

  • Must be able to prioritize workload while maintaining accuracy with attention to detail despite interruptions, meet shifting deadlines with flexibility, and work as part of a team during peak times. Work closely with other departments as needed, i.e., Registrar, Student Financial Services, Graduate Academic Advising & Engagement, and the Center for International Students and Scholars.

  • Develop an understanding of all programs, prerequisites, and admission criteria. Demonstrate and reflect an understanding of, and commitment to, Bentley University’s mission, core values, and dedication to diversity, equity and inclusion.

  • Assist with standard activities such as end-of-term consolidation and system testing; perform other duties and special projects as assigned to meet changing business needs.

Other Duties

  • Assist with first-response processes for phone calls, general emails, and walk-ins to ensure high-level customer service is provided in all interactions.

  • Assist with special programs and events for prospective and/or admitted students on campus and virtual settings.

  • Participate with Admission Officers on webinars for application completion, I-20 submission, and support virtual office hours.

Minimum Qualifications

  • High School diploma and 3+ years of related office and/or customer service experience.

  • Proficiency with Microsoft Office suite, exceptional customer service skills, strong oral and written communication skills, proficiency and accuracy in data entry, basic math skills, good organizational skills, ability to work independently in a fast-paced environment, must maintain confidentiality of sensitive data.

  • Must be comfortable with telephone and email outreach to students, both domestic and international.

Work Environment

  • This position may need to work overtime in peak application periods. Flex time may be available as needed to staff for occasional evening and weekend activities.

  • This position requires sitting for long periods of time in front of a computer. Additionally this position may be required to walk to other departments across campus to drop off or pick up application materials.

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Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.



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Company

Bentley University

Bentley University is more than just one of the nation's top business schools. It is a lifelong-learning community that creates successful leaders who make business a force for positive change. With a combination of business and the arts and sciences and a flexible, personalized approach to education, Bentley provides students with critical thinking and practical skills that prepare them to lead successful, rewarding careers. Founded in 1917, the university enrolls 4,100 undergraduate and 1,000 graduate and PhD students and is set on 163 acres in Waltham, Massachusetts, 10 miles west of Boston. 

When you work at Bentley, you play a vital role in contributing to the education of creative, ethical, and socially responsible students and to creating a dynamic and diverse community. It's an invigorating atmosphere! Bentley is proud to be an employer of choice, offering competitive salaries and comprehensive benefits including tuition remission and generous time off, all within a welcoming community.

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