Admissions Operations Specialist

Stanford University; Palo Alto (CA); On-site; USD 91,000 - 100,000; Full time

Job summary

The Stanford GSB Admissions Office seeks an Admissions Operations Specialist to join our high-performing Operations team. In this role, you'll oversee key systems and workstreams that keep MBA and MSx Admissions running smoothly, including transcript verification, international student visa support, and coordination of the summer waitlist.

You'll work directly with our Director of Operations and colleagues who bring data integrity and analytics expertise.

Qualifications

• Bachelor’s degree with two years of relevant experience or equivalent.
• Strong written and verbal communication skills.
• Proficient with Microsoft Office and data tools.
• Ability to analyze data and solve problems.
• Experience with financial transactions and policies is preferred.
• Willingness to learn compliance with university policies.

Responsibilities

• Oversee transcript verification and admitted student records, ensuring accuracy.
• Guide international MBA/MSx students through visa requirements and policy trends.
• Collaborate across teams to resolve admitted student issues.
• Analyze data and prepare reports to improve programs and processes.
• Provide guidance on academic progress, policies, and student services.
• Support outreach, webinars, and events as needed.
• Assist in administrative financial processes and vendor coordination.
• Train and supervise staff as needed.

Skills

Communication skills

Microsoft Office Suite

Analytical skills

Customer service

Financial transactions understanding

Compliance knowledge

Learning agility

Education

Bachelor’s degree with 2 years relevant experience

Job description

The Stanford GSB Admissions Office seeks an Admissions Operations Specialist to join our high-performing Operations team. In this role, you'll oversee key systems and workstreams that keep MBA and MSx Admissions running smoothly, including transcript verification, international student visa support, coordination of the summer waitlist, and admissions communications. You'll work directly with our Director of Operations and alongside colleagues who bring deep expertise in systems, data integrity, and analytics. This gives you real mentorship and exposure to how a high-functioning admissions office operates from the inside. As you grow into the role, you'll also be an active participant in improving existing processes and workflows. This role is ideal for someone looking to learn the mechanics of higher education admissions from the ground up. It's a strong entry point into the field, with real ownership from day one. You'll build foundational expertise in the systems, data, and coordination that make admissions work, while collaborating closely with colleagues across departments on shared projects. We’re looking for a self-starter who takes accountability for their work, brings sharp attention to detail, and executes with excellence. No prior admissions experience is required, just genuine enthusiasm for the GSB mission. If that sounds like you, we invite you to help shape the future of our admissions operations.

Duties unique to this position

• Oversee MBA and MSx transcript verification and admitted student records, using sound judgment on eligibility issues while shaping requirements and process improvements in partnership with admissions leadership.
• Guide incoming international MBA and MSx students through visa requirements while monitoring policy changes and visa trends to advise leadership and strengthen department guidelines and processes.
• Collaborate and coordinate across internal and external stakeholders to recommend and resolve admitted student issues spanning multiple teams within the department and peer units at the university.

The budgeted salary for this position is $90,565 to $100,484.

Responsibilities

Core Duties

• Oversee, review and administer student records by analyzing data,counseling students and providing recommendations that requireinterpretation and influence decisions. Make exceptions on issues ofeligibility, course enrollment and program requirements.
• Develop recommendations and collaborate with staff, faculty andother offices to resolve programmatic issues within the school andacross functional units, (such as strategizing to ensure optimalenrollment).
• Provide advice to students on a range of issues, including, butnot limited to, academic progress, academic program policies, careerplans, accessibility, community standards, etc., to guide them in makingappropriate choices and decisions.
• Apprise students of research, fellowship and scholarshipopportunities. Participate in related student recruitment andselection.
• Provide first line response to identify students in crisis andrefer to appropriate resources, as needed.
• Collect and analyze data from multiple sources including studentfeedback, surveys, trend reports, and data analytics. Prepare andsummarize reports and make recommendations to enhance offerings, such asprograms and courses and to influence current processes andpolicies.
• Develop, analyze, influence and review, policies, processes andprograms by incorporating feedback and trend data learned fromfirst-line interactions with students. Advise manager and team on policyupdates and provide recommendation for implementation ofchanges.
• Identify trends, perform needs analysis, and participate in theimplementation and testing of new technology.
• May develop marketing materials and strategies for programactivities and outreach functions. Assist in planning and developingwebinars, education fairs and other external functions.
• May provide oversight with the administration of financialprocesses such as financial reimbursements, data entry, reviewing termsand conditions regarding contracts, understanding vendor requirements,and following up and resolving issues.
• May train and supervise other staff, volunteers, student andtemporary workers.

Minimum Education andExperience

Bachelor’s degree and two years of relevant experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities

• Strong written and verbal communication skills.
• Basic computer skills, including experience with Microsoft OfficeSuite.
• Basic analysis and problem solving skills.
• Customer service skills.
• Relevant computer systems/technology experience.
• Understanding of financial transactions.
• Ability to learn and understand compliance with legal, financial,and university policies and external regulations.