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Reporting to the Dean of Admissions and Financial Aid, the Admissions Database Manager is a key member of the Admissions team, overseeing all tasks related to the Veracross Admissions System and related databases. Ideal traits include proficiency in Excel, technically savvy, curious about learning new systems, customer service oriented, organized, collaborative, and high detail orientation.

Schedule

Generally, 40 hours per week, Monday through Friday with additional hours as needed during peak work times.  Flexible work arrangements, including a 2 day a week remote schedule, may be an option once the candidate has successfully completed 6 months in the role. 

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Data Functions

• Serve as the primary administrator for Veracross and the Gateway to Prep School application platform.
• Maintain data accuracy, oversee data flows, and manage system integrations.
• Manage key admissions cycle milestones: application launches, creation of the interview calendar, application reading process, decision release and enrollment assistance.
• Design and implement automated workflows to streamline follow up, interview scheduling and communications.
• Configure inquiry forms, admissions and application portals, registrations, operational workflows, and schedules.
• Monitor and maintain data accuracy across platforms through audits, data scrubbing, and data validation rules.
• Evaluate current processes and introduce improvements to improve efficiency and consistency.
• Identify bottlenecks in the admissions process and implement system-based solution to reduce manual workload
• Troubleshoot systems issues and liaise with vendors and Middlesex IT to ensure system performance.
• Generate and analyze admissions data to support strategic decision making
• Generate all reports and statistics
• Export testing data from external sites and import into Veracross
• Liaison with Middlesex IT Database Manager and other appropriate members of the Middlesex community.
• Manage March 10 decision electronic notification 

Shared Office Duties

• Occasionally answer phones and schedule tours and interviews for students and families
• Occasional greeter coverage
• Email End of Day interview confirmation, as needed
• Download online inquiries and applications, daily
• Scan documents as needed
• Input RSVP’s for receptions and open houses as needed
• Assist with Admissions and Appointments email, as needed
• Application processing and auditing
• Assist with processing, proofing, filing and mailing of March 10 decisions

Competencies

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of School life.
• Ability to communicate effectively with a variety of community groups of varying skills and backgrounds including students, parents, staff, and faculty.
• Willingness to put students’ needs ahead of your own when interacting with students.
• Ability to work independently.
• Ability to work in teams.
• Strict sense of confidentiality

Required education and experience

• High school diploma or equivalent required; Bachelor’s degree in a relevant field preferred. 
• 2-3 year minimum experience with database management, preferably in Veracross or other similar school DB program.
• Proficient in Microsoft Office Suite or related software.
• Highly proficient systems such as recordkeeping and filing.

Additional eligibility requirements

• Able to successfully complete CHRI, CORI, and SORI checks.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.