Admission Operations & Systems Analyst

The Claremont Colleges Services; United States; Hybrid; USD 37,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Job summary

Pitzer College in Claremont, CA is seeking an Admission Operations & Systems Analyst to manage the Slate CRM, validate data, process applications, and build reports.

The role serves as backup to the Assistant Director of Admission Operations, supports admin tasks, and works in a hybrid schedule with some travel to conferences.

Qualifications

• Advanced ability to understand and navigate complex relational databases and create complex data queries.
• Experience with Technolutions Slate or similar CRM.
• Proficiency in Microsoft Excel; PowerBI preferred; HTML/CSS skills are a plus.

Responsibilities

• CRM Management: operate Slate, validate data accuracy and integrity, import/export data.
• Operations & Document Processing: validate and process applicant documents; supervise student operations assistants.

Skills

Slate CRM

Data queries

Excel

PowerBI

HTML/CSS

Data validation

Education

Bachelor's degree

Tools

Slate CRM

HTML/CSS

Job description

Location: Claremont, CA

Job Posting Title: Admission Operations & Systems Analyst

Department: Office of Admission

Supervisor: Asstistant Director of Admission Operations

GENERAL DESCRIPTION

The Admission Operations & Systems Analyst provides collaborative support and technical expertise to solve complex issues. Serves as a key member of the Enrollment Management Operations team by managing the CRM, validating data, processing application materials, and building reports. The Analyst also serves as a backup to the Asst. Director of Admission Operations, who oversees the data and technology for the office. The Analyst also provides administrative support as needed for the Office of Admission.

ESSENTIAL FUNCTIONS

CRM Management – 30%

Serve as a Power User and independently problem-solve issues in Technolutions’ Slate CRM. Solve complex technical issues to increase operational functionality. Monitor business requirements, identify gaps in current functionality and features, suggest enhancements, and assist the Asst. Director of Admission Operations in building innovative new features to increase effectiveness of the CRM (Slate) for operational, recruitment, and marketing purposes. Input data into the CRM (Slate) with a high level of accuracy. Proactively and independently validate the accuracy and efficiency of data and integrations. Update and maintain prospect, inquiry, and applicant records. In collaboration with the Asst. Director of Admission Operations, analyze, map, and import data into and out of the CRM (Slate) on a regular basis, including the Common Application, test scores, transcripts, external vendors, and other offices. Ensures operational integrity of imported and exported data. Work closely with the Asst. Director of Admission Operations in maintaining data integrity and quality, including identifying, developing, and deploying new ways to manage data and clean-up needs across the college’s information systems. Build, edit, and deploy complex emails and text communications in the CRM (Slate) in collaboration with the Associate Director of Marketing & Communications and the Assistant Director of Admission Operations. This includes creating and using templates, creating and editing conditional logic using Liquid Markup and Content Blocks, building and testing hyperlinks, creating and editing HTML/CSS code, and pulling complex data queries. Build, edit, and evaluate the functionality of events, templates, forms, and portals in the CRM (Slate), including conditional logic, design (using HTML/CSS and/or JavaScript), data mapping, and communications. In collaboration with the Asst. Director of Admission Operations, manage the user experience, access, and development for internal staff, external office use, and prospective students in technology environments. Serve as a resource and internal expert for staff on CRM (Slate) systems. Provide training and maintain related training materials and documentation in collaboration with the Asst. Director of Admission Operations. In collaboration with the Asst. Director of Admission Operations, develop in-depth knowledge of the university's recruitment, marketing, and technology landscape. Advise team members on the capabilities and limitations of systems; provide support, training, and share best practices. Attend local and out of state conferences as requested, foster continuous learning in both the CRM (Slate) and the higher education landscape, and evaluate new features for integration. (Approximately 1-2 conferences per year.)

Operations & Document Processing – 30%

Validate documents and credentials received from applicants. Ensure authenticity and accuracy in all documents submitted to evaluate admission and enrollment (approximately 35,000 documents per year). Scan, index, and import documents into the CRM (Slate). Maintain extensive knowledge of application requirements. Serve as an expert to internal staff, prospective students, families, and school counselors for accepted document types, requirements for admission, and processing workflows and timelines. Oversee processing of the admission email account (approximately 8,000 emails a year). Provide support and training to student operations assistants. Manage 4 student Operations Assistants, including hiring, onboarding, and ongoing support. Students are expected to maintain accuracy in document processing, student, parent, and counselor communications, data cleanup, and data validation. Provide oversight on their work, regularly check their accuracy, and provide regular training. Support the coordination and deployment of shipments of recruitment materials, posters, acceptance packets, promotional merchandise, and other mail/packages as needed.

Reporting and Data Analysis – 30%

Create, edit, and run complex data queries and reports in Slate, Microsoft Excel, and PowerBI. Maintain knowledge of institutional policies surrounding data maintenance, storage, and sharing. Ensure the CRM (Slate) and all related systems operate in compliance with federal and state law. Serve as a resource to current and potential students, campus representatives, and the public about data, materials, and processing. Work closely with the Asst. Director of Admission Operations to find, extract, analyze, model, project, synthesize, and present enrollment data and trends, with the goal of supporting decision-making regarding Pitzer College’s recruitment, admission, enrollment, and retention strategies. Fulfill requests for data and data analysis from various campus departments and external vendors with a high level of accuracy and attention to detail. Research and respond to ad hoc data requests and questions to support strategic decision-making; provide recommendations based on data findings. Collaborate with the Asst. Director of Admission Operations to review data and reports before they are published to ensure accuracy. Collaborate internally and with other offices in the planning, designing, and evaluation of surveys.

Other Duties – 10%

Work internally and with ancillary offices to support technology adoption and use; enhance existing practices with improved processes to increase efficiency and effective use of resources. Generate and guide day-to-day projects for student operations assistants as needed. Assist with large on-campus events (preparation, coordination, staffing the event). Assist in maintaining the back office and inventory. Answer multi-line telephones and respond to broad questions about Pitzer College and the other Claremont Colleges. Provide back-up reception duties for the front desk as needed. Perform other related duties as requested.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Advanced ability to understand and navigate a complex relational database and create complex data queries. Experience collecting, manipulating, verifying, analyzing, and modeling data. Advanced knowledge of the following or the ability to learn within a reasonable timeframe: Technolutions Slate or a similar Customer Relationship Management (CRM) system. Microsoft Office, specifically Excel, Word, and Outlook. Ability to create and edit formulas and pivot tables in Excel. PowerBI experience is preferred. HTML and CSS programming skills are preferred. Excellent attention to detail and proactivity in addressing the needs of the department, system errors, and data validation. Natural aptitude for technology and expertise with MS Office, including expert level use of Excel. Ability to problem-solve and use analytical skills to develop and implement creative solutions. Ability to take initiative to work proactively, meet deadlines, organize and prioritize multiple projects, think strategically, and work with numbers and data. Exhibit independent judgment, tact, discretion, and personal integrity. Ability to maintain strict confidentiality and appropriately handle confidential and sensitive information. Exhibit a positive attitude, strong work ethic, and sound professional judgment. Strong collaboration skills with a commitment to a team-based work environment. Ability to problem-solve and use analytical skills to develop and implement creative solutions. Strong interpersonal, written, and verbal communication skills. Ability to read and write business English with attention to spelling, grammar, accuracy, and the needs of the target audience; presents numerical data effectively; and uses various mediums of communication effectively (e.g., emails, reports, presentations, verbal communication, etc.). Ability to direct the work of others and provide both formal and informal training.

Experience/Education

A bachelor’s degree; or any combination of education and experience that provides the required knowledge, skills, and abilities. At least one to two years of increasingly responsible related experience working with complex technology and data systems, maintaining the validity of data, and creating reports.

Preferred Qualifications

Experience working in higher education or an office of Admissions. Experience working with Technolutions’ CRM. Experience with Microsoft’s PowerBI. Proficiency in HTML/CSS.

Licenses/Certifications

Must have a valid driver’s license and a driving record acceptable to the College’s automobile insurance carrier.

Supervisory Responsibility

Yes Student: Time Type: Full-time Work Schedule: The regular hours for this position will be scheduled between 8:00 am to 5:00 pm, Monday through Friday. These hours may vary due to needs of the College or department. Work Model: Hybrid (3 days in office, 2 days remote) Must have access to reliable and secure computer and internet connection. Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards.

Compensation

Starting Pay Range: $27.00- $28.00 per hour

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents.

• competitive compensation
• health
• dental
• vision insurance
• retirement savings plans
• generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.)
• tuition reimbursement
• tuition exchange program participation
• more

Physical Requirements

This is generally a sedentary position. Must be able to sit for prolonged periods of time and operate a computer for prolonged periods of time. Must have the stamina to work evenings and weekends as assigned, including standing or walking for prolonged periods of time during events. Must have the ability to drive locally for events and appointments. See specifics below.

Employment Requirements

Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and ... It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.

Safety Report

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; [phone]. Reporting Definitions Campus Security Authority Reporter (CSA): Employees responsible for reporting crimes that are disclosed to them, so that crime statistics reporting is as accurate as possible. Federal Educational Rights and Privacy Act Reporter (FERPA): Employees with access to student records and information must adhere to the privacy protection requirements under FERPA, which restricts what student information may be disclosed and to whom. Mandatory Reporter: Employees who have frequent contact with children are required to report all known or suspected cases of child abuse or neglect. Responsible Employee: Any employee who has the authority to take action to redress sexual violence, who has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or other appropriate School designee; or whom a student could reasonably believe has this authority or duty.

Background Investigations

Final candidates for all staff positions will be required to undergo a full background check. Employment is contingent upon satisfactory results.