Enrollment Management Specialist, Mailroom

Department

Office of Admissions

Responsibilities

The Office of Admissions is a unit within the Division of Enrollment Management, which is comprised of four distinct units:
Office of Admissions, Office of the University Registrar, Office of Financial Aid, and Technology Operations. Enrollment Management's integrated services provide distinctive support throughout the student's development and progression in their academic experience - from recruitment through commencement. Through collaboration, communication, and commitment, all units within Enrollment Management achieve the highest level of student-centered service to current and prospective students and families and to campus partners across the University.

Responsible for the coordination and management of the Enrollment Management mailroom in support of the University's enrollment objectives. Oversees the planning and management of the coding and indexing function of all applicant documents and credentials received. Evaluates academic record validity and makes determinations regarding application eligibility for admission review.

Responsible for the coordination and management of the Enrollment Management mailroom. Manages the coding and indexing of incoming documents and credentials received. Coordinates with Imaging section to ensure that all documents are scanned and uploaded into Slate and/or OnBase correctly. Ensures that academic records and other documents are processed in compliance with established Federal, State, University and Board of Governors procedures and policies, ensuring strict adherence to confidentiality policies and avoidance of any privacy violations.

Supervises and trains salaried and part-time staff responsible for the daily coding and indexing of incoming documents and electronic transcript downloads. Performs audits and analyzes reports to uncover, investigate, and resolve issues and discrepancies relating to coding and indexing. Determines the appropriate course of action in unusual or extenuating circumstances.

Responsible for the quality control measures associated with admissions notifications. Assists with the coordination and execution of admissions notifications for all application types. Assists with audits associated with the communication flow for all application types. Responsible for the receipt, inventory and storage of printed publications developed by the Office of Admissions.

Provides support, information, and guidance to the Assistant Director for Processing by participating in discussions and testing with Information Technology Services regarding changes to the student information system and the functionality of admissions' applications. Compiles statistical data regarding import activity for Slate and OnBase. Extracts information, prepares reports, and analyzes data to determine trends and anticipate peak demand periods. Recommends queries for development by technical staff based upon the knowledge and forecasting of the departmental needs, demand figures, and changing University enrollment objectives.

Monitors and assesses section processes continually. Reviews, evaluates, and recommends changes to policies and procedures pertaining to the coding and indexing processes to improve efficiency and compliance, and shares responsibility for the implementation of changed procedures. Participates in special events such as Preview and counselor workshops. Responsible for providing logistical support in packing and shipping recruitment materials needed for recruitment purposes out-of-state and in-state.

Responsible for the planning and coordination of storing recruitment materials both on and off campus. As a result, this position requires the ability to operate a motor vehicle. Assists other sections during peak times in support of the goals of Enrollment Management.

Counsels applicants, parents, high school/college counselors, department representatives, & other University personnel (via phone, in person, or via e-mail) regarding the validity and completion of documents received in the Office of Admission, providing expertise and advice regarding the application process. Provides professional knowledge and expertise to University personnel regarding the admission process as it relates to On Base and the coding and indexing functions.

Qualifications

Bachelor's degree and one year of experience; or a high school diploma/equivalent and five years of relevant experience. (

Note:

a combination of post high school education and experience equal to five years.)

Must have a valid Florida or Georgia Driver's License, or the ability to obtain prior to hire.

Preferred Qualifications

* Bachelor's degree in an appropriate area of specialization and one year of experience related to the responsibilities of the job are preferred.

* Candidates should have experience gathering, interpreting, reporting, and editing information, and must have knowledge of the concepts, principles, and practices of data collection and analysis.

* Preferred…