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Reporting to the Director of Enrollment Operations, the Assistant Director of Enrollment Operations plays a critical role on the enrollment team, managing documents and materials regarding enrollment files, applications, and other sensitive information in Oglethorpe’s enrollment systems. The Assistant Director of Enrollment Operations oversees the maintenance and optimization of our CRM, Technolutions Slate, to align with industry best practices. This position manages all internal and external application platforms including the Common Application and Coalition for College Applications. In addition, this position oversees special populations of admission applicants pertaining to non-degree seeking students, excluding joint or dual enrollment. The position additionally supports ongoing data analysis, verification, and projections regarding enrollment trends as directed by the Director of Enrollment Operations. Performs other work-related duties as assigned.

Duties and Responsibilities

Process Optimization 

• Manage materials and documents necessary for application review.
• Create, operationalize, and document practices, protocols, and procedures related to the application and enrollment processes. Examine and resolve technical application errors.
• Lead communication and training as needed with members of the admission staff on the CRM or other operations-related processes.

Application Management

• Maintain all internal and external application platforms; identify and develop streamlined application workflows. Conduct testing and quality assurance for application updates, system configurations, workflows, integrations, and other enrollment processes prior to deployment.
• Audit applicant records to ensure data is accurate and correct for all application review including, but not limited to, international applicants. Maintain accurate checklists for applicants.
• Standardize GPA scales for all applicants, ensuring equitable admission review practices. Utilize foreign credit evaluation resources to support consistent review and interpretation of international academic records.
• Administer application decision changes and admission appeals in accordance with established procedures and decisions made in collaboration with enrollment leadership.

Systems Management

• Oversee day-to-day operations of Technolutions Slate including but not limited to: managing Inbox communications and emails, auditing records for data integrity, and processing imports and exports of data between CRM Slate and SIS Ellucian Colleague.
• Administer appropriate security, privacy, user access, and data retention practices within Technolutions Slate in accordance with institutional policies and industry best practices. Audit user permissions on a regular basis, ensuring outdated users are inactivated to protect sensitive information.
• Optimize Technolutions Slate with innovative approaches to existing processes and procedures. Update legacy systems to industry standard features. Implement established data retention practices to support system performance, data governance, and CRM health.
• Oversee the import of data and records between Technolutions Slate, Ellucian Colleague, and IDataHub. Audits records to ensure imports are functioning as intended for students to be issued an SIS ID, OASIS access, and institutional email addresses.

Enrollment Analytics

• Develop and maintain recurring enrollment reports, dashboards, and year-to-date analyses using Technolutions Slate, Microsoft Excel, and other reporting tools.
• Support the Enrollment Management unit in data capture and analysis by leveraging queries and reports in Technolutions Slate. 
• Audit records for missing data points to ensure information is consistent and accurate.

Special Population: Non-Degree Seeking

• Oversee all communication, record and application management, registration, and counseling for all prospective non-degree seeking applicants to the institution. This population includes, but is not limited to, transient, special status, audit, au pair, and certificate students. 

Minimum Qualifications

• Bachelor’s degree from an accredited institution.
• 3+ years of progressive professional experience, preferably in enrollment management, admissions, and/or admission operations.
• Excellent communication (verbal, written, and digital) and interpersonal skills.
• A spirit of customer service.
• Appreciation of, sensitivity to, and respect for a diverse organizational environment, inclusive of students, faculty, and staff of many social, economic, cultural, ideological, racial, and ethnic backgrounds. 
• Ability to multitask, delegate, and hold individuals accountable, ensuring the delivery of accurate, timely, and high-quality information and reports.
• Ability to maintain confidentiality and work with sensitive information.
• Must successfully pass a criminal background check. 

Preferred Qualifications 

• Advanced degree.
• Proficiency with Slate by Technolution, Ellucian Colleague, or another enrollment CRM and SIS.
• Established competency in Excel, Microsoft Office Suite, PowerBI, or other visualization tools. 
• Basic coding and programming skills.

Additional Information:

• This is a full-time, 12-month position.
• Working some evenings and weekends is required.
• Some travel may be required.
• Some moderate lifting may be required. 

The university supports flexible work arrangements where business needs allow. This position is eligible for a hybrid schedule, based on agreed upon guidelines. Oglethorpe University reserves the right to change hybrid work status with notice to the employee.

This job description is intended as a summary of the primary responsibilities and qualifications for this position.  The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.