Admissions Coordinator/Slate Captain

Stanford University

Admissions Coordinator/Slate Captain

Job Number:

Program Summary Stanford Pre-Collegiate Studies is the home of academic programs, both residential and online, that advance the education of academically talented, intellectually curious, pre-college students, worldwide. The offerings of Stanford Pre-Collegiate Studies include a diverse array of academic enrichment programs that take place on the Stanford campus during the summer, such as the Summer Institutes, the Stanford University Mathematics Camp (SUMaC), the Stanford Summer Humanities Institute, the Summer Arts Institute, and the Stanford Medical Youth Science Program (SMYSP), altogether hosting over 1800 high school students each summer. Additionally, Stanford Pre-Collegiate Studies offers non-residential year-around programs such as the Stanford Math, Science, and Humanities Circles. These programs serve students who are academically talented, motivated, and curious, and who are eager to share in an academically challenging and rewarding educational experience with others who value intellectual vitality and the enjoyment of learning. Job Purpose Reporting to the Director of SPCS Programs, the Admissions Coordinator is responsible for a range of tasks associated with the application and admissions processes for Stanford Pre-Collegiate Studies' academic enrichment programs. The Admissions Coordinator will work with vendors, administrative and IT staff, and a team of 30-40 contingent reviewers to drive the application review process for most of our programs through its full life cycle. Our current application platform is Technolutions Slate; the Admissions Coordinator is the main Slate captain for the team. This position is a great fit for someone with strong technical aptitude seeking an opportunity to support programs which inspire bright young minds as they develop in their academic pursuits. The ideal candidate has a high level of comfort and interest working with data, excellent organizational and project management skills, attention to detail, judgment, integrity, flexibility, and creativity, as well as a positive attitude and experience administering and managing the backend of the Slate system or a similar admissions platform. Please note: This is not a student facing position. The main responsibilities center on managing the Slate system, admissions data, and the overall admissions workflow. Core Duties The core responsibilities of the Admissions Coordinator will be to:
  • Participate as a member of a project team, specifically manage the overall admissions process in Slate.
    For example, serve as the main point person overseeing the workflow of the admissions process, coordinating with other staff and external vendors; updating application(s) annually and developing new ones when new programs are added. Test updated and new systems. Monitor enrollments and space to assure proper filling of courses, gender balance, etc. Manage special requests, waitlists, and other follow-up to the admissions process. Document all workflows.
  • Review and administer student records, analyze data, and make recommendations and first level, routine decisions on basic issues.
    For example, manage admitted applicants to optimize individual course enrollments. Review financial aid requests and prepare reports. Review applications in areas of academic expertise.
  • Collect data from multiple sources; produce and maintain reports on enrollment and applications. Post-summer, generate reports that summarize data from participants' program evaluations.
  • Train and supervise temporary workers, specifically application reviewers and student workers.
    For example, monitor the application reviewers to keep them working to deadlines; provide feedback on the quality of their ratings, comments. Help lead admissions reviewer training sessions.
  • Collaborate with staff to approve and resolve complex issues.
    For example, support the administrative team in troubleshooting applicant questions/problems regarding online systems. Manage special requests and needs from applicants.
  • Serve as a subject matter resource to other departments; represent unit/department.
    For example, attend national and regional meetings and conferences, and work at the SPCS booth to provide information about Institutes programs.
  • Contribute to identifying trends, needs analysis, participate in the implementation and testing of technology.
    For example, support the updating, enhancement, and management of the online applications and internal database tools to assure efficient workflow.
The Admissions Coordinator may also (there could be different split):
  • Contribute to development of marketing materials and strategies, assist in planning and developing programming activities, outreach functions.
    For example, coordinate with SPCS Marketing to update marketing materials to account for programmatic changes and shifts in marketing focus.
  • Contribute to developing and analyzing review process of offerings, policies and programs.
    For example, collect data and analyze application trends and participant feedback to inform annual course offering decisions.
MINIMUM REQUIREMENTS Education & Experience: Bachelor's degree and one year of relevant experience, or combination of education and relevant experience required. 2-5 years of experience strongly preferred. Relevant experience may include other admissions positions focused on data and project management, educational technology such as administering a learning management system, or IT project management. Knowledge, Skills and Abilities:
  • Relevant computer systems/technology experience. Demonstrated backend experience administering Technolutions Slate (as a Captain or other internal user) or other admissions, CRM, or sales platforms. Admissions tasks including creating applications, managing bins, creating reports and queries, managing data; creating mailings, and assisting with drip marketing campaigns.
  • Computer skills, including experience with Microsoft Office Suite. In particular, exceptional Excel skills are essential, as the admissions process is extremely data-heavy.
  • Analytical and problem solving skills. The ideal candidate will think creatively and apply creative problem solving skills to complex problems.
  • Ability to balance multiple priorities and deadlines with simultaneous projects that require attention.
  • Exceptional eye for detail, strong organizational skills, and ability to keep to deadlines.
  • Strong written and verbal communication skills.
  • Customer service skills. The ideal candidate has a strong customer service orientation, and the ability to remain calm under stress when supporting students and parents.
  • Understanding of financial transactions, or potential to learn.
  • Ability to learn and understand compliance with legal, financial, and university policies and external regulations. Certifications and Licenses: None
  • Frequently sit, perform desk-based computer tasks.
  • Occasionally stand, walk, twist, use fine manipulation, grasp, use a telephone, write by hand, sort and file paperwork, lift, carry, push, and pull objects that weigh up to 10 pounds. * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
WORKING CONDITIONS: May work extended or non-standard hours based on project or business needs. During the heaviest parts of admissions season (January through May), the position may require some evening and weekend work. WORK STANDARDS:
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,
APPLICATION REQUIREMENTS: To apply for this position, you must upload a resume (in Word or PDF) and a cover letter that summarizes your interest in the position and your relevant skills.

Job: Student Services

Location: Stanford Pre-Collegiate Studies
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.