Admissions and Records Coordinator

Northeastern offers a rewarding working environment for our students and employees. Our faculty and staff are smart, dedicated people who work to create an excellent urban university experience for bright and motivated students.

Job Summary:

The Admissions and Records Coordinator (Graduate Admissions Operations Coordinator) is responsible for day-to-day supervision of graduate admission operations, including staff, document processing, application processing, application readiness, admission decisions, admissions operations communication plans, record maintenance, data integrity and error resolution/clean-up. Responsible for proficiency in all Slate operations, forms, queries, workflow bins, reports and processes as they pertain to graduate admission application, decision, and correspondence processing, and for utilization of queries used to monitor daily operations.

This position supervises graduate admissions operations staff, including hiring, training, daily work assignment, leave approval, and coverage planning; acts as liaison to deans, chairs, and program advisors to coordinate advisor assignment, admission decisions, and updates to academic program requirements; and verifies data integrity across Slate (CRM) and Banner (SIS).

Job Description:

Supervision/Oversight/Planning:

Supervise the day-to-day operation of the graduate admissions operations unit.

Each morning, check and determine the status of application processing, document processing, and admission decision processing in Slate. The goal is that each of these areas do not fall behind a 12-24 hour turnaround.

Address any processing concerns or delays with the team and discuss plan of action to get back on track or remain on track.

Assign, balance, and review the daily workload of operations staff.

Approve employee leave requests and ensure that all positions, workflows, and processing responsibilities remain covered in the absence of team members.

Ensure adequate coverage of processing operations throughout the business day, including during lunch periods and evenings.

Hire and train new graduate admissions operations staff, and cross-train staff so that critical processing functions are not dependent on a single person.

Plan staffing and processing capacity for peak cycle periods, ensuring adequate coverage and throughput as Final date to receive applicationss approach.

Maintain and contribute to written procedures for graduate admissions operations processes, and identify and communicate process changes to the Director of All Admissions Operations so that documentation remains current.

Handle issues, troubleshoot, problem solve.

Coordinate with the Director of Recruitment, with whom this unit shares office space, on shared staffing, space, and process needs.

Daily Operations Monitoring and Query Management:

Build, maintain, and run the saved Slate queries used to monitor daily operations. Use these queries to confirm that all completed applications have been released to program review bins; if not, release them immediately.

Confirm that all applications with all supplements received are marked complete; if not, mark them complete and release them for program review.

Monitor time in workflow bin, queue volume, and individual reviewer decision queues to ensure the team is processing applications in a timely manner and that workload is distributed appropriately.

Continuously monitor applications that are out for department review, tracking time in the department reader bin and outstanding decisions by program.

Coordinate with program readers to move applications to a decision, and follow up with readers and departments that do not return decisions in a timely manner, escalating when delays persist.

Identify applications released to program but with no decision returned after 15 days; contact departments and request decisions.

Generate semesterly contingent admission reports; work with graduation evaluation team to confirm graduation; cancel admission for non-graduates and communicate with applicants.

Application, Document, and Decision Processing:

Serve as the pre-review reader: review each completed application in the pre-review workflow bin to confirm the file is complete and that nothing has been missed or overlooked, then release it to the department reader review bin.

Enter paper applications, when received, into the Slate application form.

Scan paper documents received by the office into Slate for file completion and storage.

Oversee the intake and matching of electronic…