TITLE Assistant Director of Admissions-Office Operations
CLASSIFICATION NUMBER 1212
IMMEDIATE SUPERVISOR Assistant Vice President and Director of Admissions
MAJOR ADMINISTRATOR AssociateVice President for Enrollment Management
The Assistant Director of Admissions-Office Operations assists the University in meeting its recruitment and enrollment objectives by supervising the implementation and processing of the direct mail marketing component of the undergraduate recruitment plan, supervising the processing of applications, managing the computer-based admission system, providing data required for management decisions, administering the undergraduate admission policy, reviewing and determining student eligibility for Missouri residency for fee purposes, developing and managing electronic application forms, following up with admitted students, and supervising switchboard staff. The Assistant Director supports the student recruitment effort as needed and performs other activities as assigned by the Assistant Vice President and Director of Admissions.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A bachelor's degree is required; a master's degree is preferred.
Experience: A minimum of one year of experience working in higher education is required; familiarity with the organization of Missouri State University is preferred. Experience in admissions or a closely related function, and/or experience with complex administrative data systems, and/or supervisory experience are required.
Skills: Excellent verbal and written communications skills are required. The ability to understand, interpret, and analyze data and the business process needs of integrated functions in a complex administrative business system is required. The ability to translate data and business process needs between end users and programmers is required. Competency in the use of query tools and application software is required. Effective supervisory skills are required. Customer service skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Some data entry is required. Light lifting on an infrequent basis is required.
License: Must have a valid Missouri driver's license.
Other: The scope of the job requires some evening and weekend work primarily during the fall and spring semesters.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Develops a competent, productive, and effective staff by selecting and supervising, directly and through delegation, designated clerical support personnel and student and part-time employees.
2. Ensures effective and efficient processing of applications by designing application forms, supervising the processing of admissions applications and transcripts, monitoring achievement of office goals for response time, and providing direction and supervision to the evaluation staff.
3. Administers the University's undergraduate admission policy by reviewing the academic credentials of applicants, advising students not qualified for admission regarding alternatives, and recommending exceptions to senior administrators when appropriate.
4. Oversees the direct mail marketing component of the undergraduate recruitment plan.
5. Supports University student recruitment efforts by understanding the data stored in the student database, maintaining the integrity of the data entered into the database, and understanding and properly using the data extracted from the student database.
6. Provides data required to meet the Office of Admissions’ needs by using query management tools, researching data requests, and working with Computer Services and Enrollment Management staff to develop queries and reports to meet the needs of departments and offices for data to support enrollment goals and recruitment initiatives.
7. Supports efforts to develop processes to avoid duplication of student records by understanding how each University department affects student records and working with University departments in resolving issues related to duplicated student records.
8. Ensures effective follow-up with admitted students by developing admission letters and information for those students, supervising the processing and distribution of admission letters, coordinating with other offices (e.g., Orientation, Residence Life and Services, and Financial Aid) in dissemination of information to admitted students, and conducting research regarding the needs and perceptions of admitted students.
9. Represents the Office of Admissions by serving on various University committees and participating in appropriate state and national professional organizations.
10. Ensures the efficiency of admission procedures by developing and maintaining procedures manuals for admission system users, coordinating informational updates with other administrative offices which use the admission system, and developing and managing enhanced admission services through technology such as the internet and electronic data interchange.
11. Administers University policies by reviewing and determining student eligibility for Missouri resident status for fee purposes.
12 Adheres to National Collegiate Athletic Association (NCAA) and Missouri Valley Conference (MVC) rules as communicated by the Associate Director of Athletics, Compliance related to dealings with student-athletes and/or Athletics Department personnel and reports any concerns or possible violations of those guidelines to the immediate supervisor.
13. Provides and analyzes information for management purposes by producing reports as needed utilizing familiarity with student databases and using query tools.
14. Contributes to the effective utilization of University resources by assisting with management of a portion of the budget of the Office of Admissions.
15. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
16. Maintains competency and professional currency through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Assistant Vice President for Student Affairs-Enrollment Management and Services.
17. Contributes to the success of the Office of Admissions by advising and assisting the Assistant Vice President for Student Affairs-Enrollment Management and Services in all aspects relating to the recruitment and admission of undergraduate students and by performing all other essential duties as assigned.
The Assistant Director of Admissions-Office Operations is supervised by the Assistant Vice President and Director of Admissions and supervises full-time employees, as well as part-time and student employees.
OFFICE OF HUMAN RESOURCES
REVISED APRIL 2013
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 2 - 900 Points: Entry-level professional knowledge of the principles, concepts, practices, and methods of non-technical administrative and managerial functions. Knowledge permits the employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in areas including communications, social sciences, art and design, education, and related functions while gaining in familiarity with the University's policies and goals, business practices and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project to complete stages of a multi-phase project. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in an unspecified field or a specific background in a non-technical area. Knowledge requirements may also include a limited amount of related work experience.
Factor 2: Supervisory Responsibility
Level 4 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.
Factor 3: Interactions with Others
Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.
Factor 4: Job Controls and Guidelines
Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.
Factor 5: Managerial Responsibility
Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.