Graduate Admissions and Student Services Coordinator

Location
Santa Clara, Santa Clara County
Posted
Mar 26, 2014
Employment Type
Full Time

Graduate Admissions and Student Services Coordinator

Santa Clara University



Graduate Admissions and Student Services Coordinator

Department
School of Education, Counsel, Psych

Fixed Term End Date
06/30/2015

Part Year
No

FLSA Status
Non-Exempt

Position Purpose

Fixed-term: This position is fixed-term for 16 months with possible extension or conversion to regular status depending on funding.


Reports to: Assistant Dean of Marketing and Enrollment Management


Start date: Position is available immediately and will remain open until filled.


The School of Education and Counseling Psychology at Santa Clara University offers master’s degree, certificate, and professional credential programs in teacher preparation and advanced studies, educational leadership and administration, and counseling psychology. The School currently serves approximately 600 students with a 30% representation of diversity. Guided by strong dedication to academic excellence and service to society, the School of Education and Counseling Psychology at Santa Clara University educates compassionate, competent, and ethical professionals committed to meaningful and supportive engagement with people, schools, and communities.

Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley. Distinguished by the highest retention rate and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.


Under the general direction of the Assistant Dean of Marketing and Enrollment Management and the direct daily supervision of the Director of Admissions and Director of Student Services, the Graduate Admissions and Student Services Coordinator has the overall responsibility of managing the day-to-day application processing, student services records processing and communications to support applicants and admitted and matriculated students for the School of Education and Counseling Psychology.



Essential Duties and Responsibilities

Manage Student Admissions Communications and Processes: Under the direction of the Director of Admissions and the Director of Student Services, respond to general questions from applicants and enrolled students through email, phone and in-person appointments.


1. Assist the Director of Admissions and Director of Student Services by responding to prospective student queries in a responsive and timely manner.

2. Oversee and implement communications plan for for admitted students (e.g., send admission letters, reminders to prospective students with incomplete applications, reminders to admitted applications who have not accepted admission offer).

3. Manage the integrity of student application materials in PeopleSoft and materials submitted electronically and through the mail (e.g., update applicant checklist in PeopleSoft, update applicants’ status changes, and send communications.

4. Process and print all applications, including downloading applications from PeopleSoft, creating new files, printing documents from applicants, creating labels, sorting documents and matching them up with their applicant file.

5. Serve as the liaison to the Admissions Senior System Manager to coordinate admitted student matriculation.

6. Maintain regular communication with the Director of Student Services to ensure a smooth admission to matriculation process.

7. Other duties as assigned.


Manage Student Services and Records: Oversee the entire student matriculation process after matriculation occurs.


1. Oversee the student matriculation process after matriculation occurs (e.g., term activate, send registration documents, respond to inquiries, communicate with the Admission coordinator).

2. Manage the integrity of electronic and physical student records (includes running appropriate queries in PeopleSoft, filing documents for current and graduating students, ensuring newly matriculated students are enrolled).

3. Manage the accuracy of active student status in PeopleSoft (process discontinues, leave of absence, follow-up with students not enrolled in subsequent quarters).

4. Manages logs for the Office of the Registrar (duplicate folders for the Registrar’s Office for all matriculated students).

5. Develop and manage an automated degree audit process and maintain their integrity over time.

6. Support the Director of Student Services with processing student forms (petition to graduate, permission to walk, transfer credits, waiver credits), student registration, and scheduling classrooms.


Manage Student Communications and Services: Oversee the entire communications and resource support processes for matriculated students.


1. Manage, implement, and evaluate quarterly new student orientation. Coordinate with the Dean’s Office and program departments to present relevant information to incoming students. Manage budget for orientation.

2. Develops, plans, implements, and attends social, networking, and career relevant events for students. Incorporates School alumni and relevant University offices.

3. Act as a liaison to student advisory boards.

4. Serve as a liaison to student services on the main campus including: student life, campus ministry, career center, multicultural resources, international student services, housing, alumni services, and other University student activity centers to ensure that students are informed and connected to the variety of services across campus.

5. Produce and form regular student communication channels, such as maintaining the Current Students section of the web site with supplemental regular electronic communications to help support ongoing matters as they relate to an enhanced student experience.

6. Assist with locking up and moving equipment for students with disabilities.

7. Other duties as assigned.



Provides Work Direction

This position does not provide work direction.



Qualifications

Demonstrated commitment to multiculturalism and social justice.


Appreciation for and understanding of the principles of a Jesuit education.



Physical Demands

Considerable time is spent at a desk using a computer terminal


May be required to travel to other buildings on the campus


Ability to moving equipment for students with disabilities, with or without accommodation



Work Environment

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job:


Typical office environment


Mostly indoor office environment with windows


Office equipment noise, such as phones and copiers etc.


Offices with frequent interruptions



Knowledge

Demonstrated familiarity with computer platforms, software (Microsoft Word, Excel, and PowerPoint, PeopleSoft, CRM systems), and the internet.



Skills

Strong written and oral communication (email, phone and in-person).


Strong public speaking ability.



Abilities

Spanish speaking ability, preferred.


Ability to counsel applicants with discretion and maintain appropriate levels of confidentiality and professionalism.


Ability to handle difficult situations with a professional demeanor and communicate effectively to multiple audiences and diverse groups.


Ability to meet deadlines, work autonomously and handle competing demands


Ability to think strategically while balancing attention to detail, anticipation of needs, and excellent organizational skills


Ability to work some required evenings and weekends


Ability to travel will be required, including off-site recruitment events



Education and/or Experience

Bachelor’s degree required, Master’s degree preferred.


Minimum of two (2) years of professional experience in admissions in a higher education environment, preferably with graduate or adult programs.


Recruitment, marketing and event planning and management experience, preferred



Hiring Range
$19.65 per hour

EEO Statement

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.



Job Open Date
03/24/2014

To apply, visit: https://jobs.scu.edu/postings/1070

To view the full job posting and apply for this position, go to
https://jobs.scu.edu

About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.
Distinguished by the highest retention rate and ranked second among all master’s universities in the West by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.



Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.


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