Admissions Operations Coordinator

UT Tyler; Town of Texas (WI); On-site; USD 52,000 - 66,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Tuition reimbursement (after one year)

Job summary

The University of Texas Permian Basin invites applications for the Coordinator for Admissions Operations. This role supports undergraduate admissions by coordinating application processing, credential review, and transfer-credit workflows, while maintaining confidential records.

You will work with PeopleSoft and other systems, develop quality-control procedures, train student leaders, and provide admissions guidance to prospective students, families, and staff, ensuring timely, accurate service.

Qualifications

• Bachelore2223 degree from an accredited college or university.
• Three years of progressively responsible experience in admissions, enrollment services, student records, transfer-credit or credential evaluation, or related higher-education operations.
• Experience processing or reviewing applications, transcripts, credentials, academic records, test scores, or comparable high-volume confidential records using established policies and quality standards.
• Experience using a student information system, CRM, workflow platform, or comparable enterprise system to process records, track exceptions, or support admissions/enrollment operations.
• Experience coordinating recurring workflows, tracking deadlines or exceptions, performing data/quality review, maintaining process documentation, and communicating effectively with students, families, staff, and campus partners.

Responsibilities

• Verify incoming application materials, transcripts, test scores, and related documents for authenticity, correct student matching, completeness, and data accuracy; coordinate correction or escalation of discrepancies.
• Coordinate recurring Direct Admissions processing, including required materials, applicant records, campus delivery steps, status tracking, and follow-up within established procedures.
• Coordinate Change of Entry and application-withdrawal processing; maintain accurate supporting records and ensure transactions are completed or escalated according to approved procedures.
• Apply approved core-curriculum, transfer-credit, and equivalency standards to incoming coursework; identify nonstandard or unresolved coursework and route it to the authorized academic or admissions authority.
• Maintain the EAB Transfer Credit Calculator using approved equivalencies and data standards; perform recurring quality review, document identified issues, and coordinate authorized updates.
• Maintain and review academic records, support degree-audit and course-entry accuracy, and explain documented results or next steps without independently approving academic exceptions or graduation requirements.
• Process and maintain admissions records, correspondence, forms, reports, and transactions in PeopleSoft and related approved systems with confidentiality and accuracy.
• Monitor assigned admissions-automation workflows and outputs, identify failed or inconsistent transactions, document issues, support testing and validation, and coordinate correction with the Director and designated system owners.
• Develop and maintain the Admissions Operations Manual, recurring quality-control checklists, operating procedures, exception logs, and status reports for assigned admissions workflows; collaborate with Institutional Research (IR) and Recruitment to document and maintain process charters for new or revised admissions operations; lead training for Admissions Operations and Recruitment teams on current operations, procedures, and process changes; analyze recurring issues and recommend process improvements.
• Provide admissions counseling and clear process guidance to prospective students, families, and staff regarding established application requirements, document needs, deadlines, status, and next steps.
• Resolve routine admissions-process questions and operational issues within established authority and coordinate referrals or escalations when policy interpretation, academic judgment, or exception approval is required.
• Communicate complex or adverse information with tact and accuracy while maintaining confidentiality and documenting required follow-up in approved systems.
• Provide day-to-day work direction, training, coaching, scheduling coordination, and quality review for Admissions Student Leaders as assigned; upscale formal performance or personnel matters to the Director.
• Review recurring operational workload, data-quality concerns, service issues, and process exceptions; identify root causes within assigned workflows and recommend practical improvements.
• Coordinate with Admissions, academic units, Enrollment Management systems staff, and other campus partners to support accurate records, timely workflow completion, and consistent admissions service while preserving each office0s final authority.

Education

Bachelore2f0s degree from an accredited college or university

Three (3) years of progressively responsible experience in admissions, enrollment services, student records, transfer-credit or credential evaluation, or related higher-education operations

Experience processing or reviewing applications, transcripts, credentials, academic records, test scores, or comparable high-volume confidential records using established policies and quality standards

Experience using a student information system, CRM, workflow platform, or comparable enterprise system to process records, track exceptions, or support admissions/enrollment operations

Experience coordinating recurring workflows, tracking deadlines or exceptions, performing data/quality review, maintaining process documentation, and communicating effectively with students, families, staff, and campus partners

Job description

The University of Texas Permian Basin's Department of Admissions welcomes applications for the position of Coordinator for Admissions Operations

Salary Range

Essential Functions

The Coordinator for Admissions Operations supports accurate, timely, and student-centered undergraduate admissions by coordinating recurring application, credential, transfer-credit, and admissions-processing workflows. The position maintains high-volume confidential records, applies approved admissions and transfer-credit standards, manages assigned operational tools and queues, monitors data quality and workflow exceptions, coordinates Direct Admissions and change-of-entry/withdrawal processing, provides admissions guidance to prospective students, and supports day-to-day direction and training of Admissions Student Leaders as assigned. Working independently within established procedures, the Coordinator identifies recurring operational issues, recommends process improvements, and escalates policy, academic-equivalency, admissions-exception, personnel, and enterprise-system decisions to the Director or other authorized offices.

Application and Credential Operations

• 1. Verify incoming application materials, transcripts, test scores, and related documents for authenticity, correct student matching, completeness, and data accuracy; coordinate correction or escalation of discrepancies.
• 2. Coordinate recurring Direct Admissions processing, including required materials, applicant records, campus delivery steps, status tracking, and follow-up within established procedures.
• 3. Coordinate Change of Entry and application-withdrawal processing; maintain accurate supporting records and ensure transactions are completed or escalated according to approved procedures.

Transfer Credit and Academic Record Operations

• 4. Apply approved core-curriculum, transfer-credit, and equivalency standards to incoming coursework; identify nonstandard or unresolved coursework and route it to the authorized academic or admissions authority.
• 5. Maintain the EAB Transfer Credit Calculator using approved equivalencies and data standards; perform recurring quality review, document identified issues, and coordinate authorized updates.
• 6. Maintain and review academic records, support degree-audit and course-entry accuracy, and explain documented results or next steps without independently approving academic exceptions or graduation requirements.

Admissions Systems, Automation, Quality, and Reporting

• 7. Process and maintain admissions records, correspondence, forms, reports, and transactions in PeopleSoft and related approved systems with confidentiality and accuracy.
• 8. Monitor assigned admissions-automation workflows and outputs, identify failed or inconsistent transactions, document issues, support testing and validation, and coordinate correction with the Director and designated system owners.
• 9. Develop and maintain the Admissions Operations Manual, recurring quality-control checklists, operating procedures, exception logs, and status reports for assigned admissions workflows; collaborate with Institutional Research (IR) and Recruitment to document and maintain process charters for new or revised admissions operations; lead training for Admissions Operations and Recruitment teams on current operations, procedures, and process changes; analyze recurring issues and recommend process improvements.

Student Service and Admissions Counseling

• 10. Provide admissions counseling and clear process guidance to prospective students, families, and staff regarding established application requirements, document needs, deadlines, status, and next steps.
• 11. Resolve routine admissions-process questions and operational issues within established authority and coordinate referrals or escalations when policy interpretation, academic judgment, or exception approval is required.
• 12. Communicate complex or adverse information with tact and accuracy while maintaining confidentiality and documenting required follow-up in approved systems.

Student Leader Coordination and Continuous Improvement

• 13. Provide day-to-day work direction, training, coaching, scheduling coordination, and quality review for Admissions Student Leaders as assigned; upscale formal performance or personnel matters to the Director.
• 14. Review recurring operational workload, data-quality concerns, service issues, and process exceptions; identify root causes within assigned workflows and recommend practical improvements.
• 15. Coordinate with Admissions, academic units, Enrollment Management systems staff, and other campus partners to support accurate records, timely workflow completion, and consistent admissions service while preserving each office’s final authority.

Required Qualifications

• 1. Bachelor’s degree from an accredited college or university.
• 2. Three (3) years of progressively responsible experience in admissions, enrollment services, student records, transfer-credit or credential evaluation, or related higher-education operations.
• 3. Experience processing or reviewing applications, transcripts, credentials, academic records, test scores, or comparable high-volume confidential records using established policies and quality standards.
• 4. Experience using a student information system, CRM, workflow platform, or comparable enterprise system to process records, track exceptions, or support admissions/enrollment operations.
• 5. Experience coordinating recurring workflows, tracking deadlines or exceptions, performing data/quality review, maintaining process documentation, and communicating effectively with students, families, staff, and campus partners.

Preferred Qualifications

• 1. Experience with PeopleSoft Campus Solutions, Slate, Banner, Workday Student, or a comparable admissions/student system.
• 2. Experience with the EAB Transfer Credit Calculator or comparable transfer-credit/articulation technology.
• 3. Experience applying transfer-credit, core-curriculum, articulation, or degree-audit standards in higher education.
• 4. Experience supporting admissions automation, workflow testing, data-quality review, process documentation, or quality assurance.
• 5. Experience training or providing day-to-day work direction to student employees; bilingual proficiency in English and Spanish.

Additional Information

Required Application Materials

• 1. Cover Letter
• 2. Résumé
• 3. List of References
• 4. Transcripts (Preferred)
• 5. Letters of Recommendation (Preferred)

Conditions of Employment

• 1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
• 2. Employment is subject to an introductory period to monitor employee performance.
• 3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
• 4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.
• 5. Employment is contingent upon a successful background check.
• 6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 – 5:30 pm; Friday, 8:00 am – 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

• 1. Able to lift various materials up to 25 pounds on an occasional basis.
• 2. Able to bend, crouch, and reach continuously.
• 3. Physically able remain seated, frequently to continuously.
• 4. Able to remain standing up to 15% of the time.
• 5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.
• 6. Standard working conditions may differ depending on department and occupation

University Benefits

• 1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
• 2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
• 3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
• 4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!
• 5. Our benefits package, along with an ample leave policy, make for a great total compensation package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country – full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin – which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.