Admissions Operations & Records Coordinator

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Working independently and as part of a highly collaborative team, the Admissions Operations and Records Coordinator performs complex clerical and data-processing duties to support the operational needs of Undergraduate Admission and the University Financial Aid Office. This position is responsible for maintaining accurate, complete, and timely applicant and student records within Slate, the Undergraduate Admission system, and the People Soft Student Information System (SIS), ensuring institutional data integrity and compliance with Case Western Reserve University policies and procedures.

This position directly supports the university’s enrollment and financial aid awarding processes by ensuring that application materials, transcripts, test scores, and biographical data are correctly received, reviewed, processed, and resolved.

• Process and validate admissions-related records between Slate and the Student Information System (SIS), including Slate‑to‑SIS admission files and the return loading of institutional identifiers from SIS back into Slate. Sole responsibility for processing this data for over 41,000 applicants as of the Fall 2026 term. Perform required data quality checks as part of the undergraduate SIS load process, identifying and correcting errors or improperly formatted data.
  
  Monitor data integrity issues that impact downstream processes for undergraduate admission and the university financial aid office, including eligibility, packaging, and communication workflows. Map academic majors and related data fields in Slate to ensure accurate transmission to SIS and consistency across admissions and financial aid systems. Consolidate applicant records in Slate to maintain a single, accurate institutional record in accordance with university standards.
  
  Research and resolve unmatched or unassigned documents by reviewing Slate records, verifying applicant information, and assigning materials to the appropriate record. Review and evaluate transcript types and apply appropriate document classifications. Exercise judgment when determining whether documents meet admissions and financial aid requirements while ensuring receipt statuses remain accurate. Identify and resolve transcript exceptions, including early submissions, misclassified documents, and missing required materials.
  
  (40%)
• Process all Memo of Assistance (MOA) forms for all graduate students seeking institutional or federal aid at the university (over 6,000) in the university financial aid system, PowerFAIDS. Adhere to strict deadlines for tuition due dates and work closely with over 120 graduate department contacts across the university to ensure the timely and accurate submission of these forms for the students.
  
  The review and data entry function requires the analysis of information that may be necessary to resolve discrepancies and correct erroneous submissions. Maintain a strong working relationship with all graduate departments to assist them with the process. (30%)
• Monitor applicant files for missing or incomplete materials, including Secondary School Reports, teacher evaluations, counselor recommendations, and standardized test scores. Determine when alternative documentation satisfies requirements and apply updates or waivers in accordance with established admissions guidelines. Communicate unresolved or complex cases to appropriate internal partners, including undergraduate admission and the university financial aid office, to ensure timely resolution. Identify missing College Entrance Examination Board (CEEB) school codes for new records in the admission system and create those codes when necessary.
  
  Process Case Western…