1208 Assistant Director of Admissions-Data and Communications

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Assistant Vice President and Director of Admissions

MAJOR ADMINISTRATOR Associate Vice President for Enrollment Management

GENERAL FUNCTION

The primary duties of the Assistant Director of Admissions-Data and Communications is the coordination and management of the direct mail component of the undergraduate recruitment plan, assuring the integrity of the recruiting data entering the system, and extracting data from for use in the recruitment process and other reporting. The Assistant Director of Admissions-Data and Communications oversees responses to requests for information from prospective students and the community, assures accuracy of content in direct mail materials, updates and maintains the prospective student database, creates and submits required reports and updates documentation, and assists with other Office of Admissions functions as assigned. 

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A bachelor’s degree is required; a bachelor’s degree in business, management, or computer information systems is preferred.

Experience: At least one year of experience working in a higher education institution is required; experience in recruitment, admissions, and/or experience with extracting information from complex administrative data systems is required.  Supervisory experience is required.    Familiarity with the organization of Missouri State University is preferred.

Skills: 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 query tools and applications software is required.  Excellent oral and written communications skills are required. Effective supervisory skills and a customer-service approach to students are required. The ability to multi-task is required. 

Effort: Data entry and moderate lifting on an infrequent basis is required.

Other: Must attend query training and other programs as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Coordinates the successful implementation of the direct mail marketing component of the undergraduate recruitment plan by assisting in planning the long- and short-term recruitment and marketing objectives, ensuring the marketing message is integrated in all communication to prospective students, their families, high school counselors, and the community, acquiring a comprehensive familiarity with the prospective student database and its associated programs, executing and making recommendations for action on a recruitment mailing calendar established by the Assistant Vice President and Director of Admissions, generating address lists for scheduled mailings by using prospect file programs, coordinating the implementation of recruitment correspondence production, and developing recommendations for increasing the effectiveness and efficiency of the direct mail component of the recruitment plan.

2. Supports the recruitment efforts of the University by developing familiarity with data stored in the student database and the importance of the integrity of the data entering and extracted from the database to support recruitment needs.

3. Provides data required to meet Admissions’ needs by using query management tools and researching data requests and working with Computer Services and Enrollment Services staff to develop queries and reports to meet the needs of departments and offices for data to support enrollment goals and recruitment initiatives.

4. Supports the efforts to develop processes to avoid duplication of student records by understanding how each University department affects a student record and working with University departments in resolving issues related to duplicated student records.

5. Contributes to the achievement of University enrollment and recruitment goals and objectives by implementing student-service oriented measures to communicate with prospective students and the community and coordinating responses to requests from students for information via a number of means, including the Web, email, phone, and letter.  

6. Coordinates recruitment mailings by working with processes involved in the ordering and receipt of purchased lists for student recruitment, maintaining updates on the mailings calendar for mass mailings, supervising the implementation of the mass mailings calendar, communicating with the Document Production Specialist, hiring, training, and supervising student workers and staff, and coordinating schedules to effectively meet the needs of the recruitment communications area.

7. Serves as a public relations representative by responding to and managing responses to prospective students, families, current students, high school counselors, and the community and representing Missouri State University at marketing events, such as Showcase and the Springfield Regional College Fair.

8. Communicates effectively with the supervisor and other offices regarding the needs of the recruitment communications area and advises the supervisor of the progress of ongoing responsibilities and the maintenance of accurate records. 

9. Helps to assure the effective operations of the recruitment communications area by coordinating the ordering of supplies, maintaining detailed attention to the prospective student database, processing computer reports as required, maintaining updates required by computer reports, and updating and making required corrections to the prospective student database file.

10. Ensures delivery of materials in the most fiscally responsible manner considering recruitment objectives by understanding post office regulations, especially for bulk mail.

11. Documents procedures and formulates and updates procedural and training manuals.

12. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the supervisor.

13. Assists with meeting enrollment, recruitment, and student service objectives of the University by performing other duties as assigned.

SUPERVISION

The Assistant Director of Admissions-Data and Communications is supervised by the Assistant Vice President and Director of Admissions, supervises part time staff, graduate assistant(s), and student workers, and makes recommendations which are given particular weight regarding the hiring, firing, advancement, promotion, and other changes of status of those supervised.

OFFICE OF HUMAN RESOURCES

REVISED OCTOBER 2009

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 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into 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.