Law Admissions Coordinator

Chapman University; Irvine (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Chapman University’s Fowler School of Law seeks an on-campus Law Admissions Coordinator to support JD, transfer, and visiting applications. You will manage applications, reports, and communications, ensuring timely preparation for readers and decision notifications.

The role requires handling the university’s databases (ACES2/UNITE, PeopleSoft), coordinating mailings, and aiding recruitment events while maintaining FERPA compliance and confidentiality.

Qualifications

• Bachelor's degree or equivalent combination in education and experience.
• Strong communication and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Proven ability to handle confidential information with discretion.
• Experience with department databases or CRM systems.

Responsibilities

• Assist prospective students by providing information about the law school and the application process.
• Greet visitors and manage the admissions reception area.
• Track inquiries, applicants, decision status, and prepare data summaries and reports.
• Coordinate the receipt, tracking, and file setup of inquiries and applications.
• Prepare decision letters and coordinate admitted student mailings and packets.
• Assist with recruitment events and travel as needed.

Skills

Communication skills

Organizational skills

Scheduling and calendar

FERPA compliance knowledge

Education

Bachelor's degree or equivalent

Tools

ACCES2/ UNITE

PeopleSoft

Crystal Reports

Job description

Please see Special Instructions for more details.

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Position Information

Position Title

Position Title Law Admissions Coordinator

Position Type

Position Type Regular

Job Number

Job Number SA96824

Full or Part Time

Full or Part Time full-time 40 hours weekly

Fair Labor Standard Act Classification

Anticipated Pay Range

Anticipated Pay Range

Pay Range Information

Pay Range Information

Position Summary Information

Position Summary Information

Job Description Summary

Job Description Summary

The Law Admissions Coordinator reports to the Associate Dean of Admission. This position is an integral part of the law admissions team charged with processing all JD first year, transfer, and visiting applications for the Fowler School of Law including updating applications, processing applications in preparation for readers, and processing and updating the applications after readers have made decisions including preparation and notification of decision e-mails and letters. This position is responsible for the day-to-day management of the office, departmental database, UNITE , and PeopleSoft. This person produces a variety of reports. The Admissions Coordinator provides information to prospective students about the Fowler School of Law and the application process in conjunction with all members of the admissions team. This position also assists with recruitment events and occasional recruitment travel as necessary.

Responsibilities

• Assist prospective students by providing information about the school of law and the application process.
• Greet and direct visitors, and manage the reception area for the admissions suite
• Screen calls for the Associate Dean
• Track inquiries, applicants, decision status, and prepare data summaries and related reports as requested by the Assistant Dean
• Coordinate the receipt, tracking, and file setup of all inquiries and applications
• Prepare all decision letters for applicants. Coordinate all admitted student mailings and informational packets.
• Coordinate prospective student mailings as assigned by the Associate Dean
• Communicate with applicants on the status of their files and advise them on the proper methods for bringing their files to completion
• Serve as the primary admissions representative for the processing of applicants in the University's PeopleSoft System, including ensuring the accurate flow of information from ACES2/ UNITE to PeopleSoft.
• Work extensively with ACES2/ UNITE database and serve as one of the primary contacts with LSAC on ACES2/ UNITE upgrades, problems, and related services and FlexApp.
• Coordinate the departmental database ACES2/ UNITE , including Export and Crystal Reports. Frequently produce reports and analyses when needed
• Process incoming and outgoing mail, deliveries, and shipping of materials
• Prepare check requests, track expenditures, and ensure timely payment. Prepare expense reports.
• Order supplies and materials for the Admission Office
• Assist with travel arrangements, schedules, appointments, meetings, and conferences.
• Perform various clerical duties, including photocopying, faxing, and data input
• Assist with periodic mass mailings
• Process checks and invoices for payment
• Assist with archiving and purging of applications
• Assist with the ordering and procurement of promotional material and swag for the Admission Office

Participate in Recruitment and Special Events

• Assist with the coordination of special events such as Open Houses and admitted student and prelaw events.
• Assist with recruitment travel by representing the law school at law and graduate school fairs as requested by the Associate Dean.
• Create and send Candidate Referral Service ( CRS ) emails through UNITE prior to each graduate or law school fair to encourage prospective students to visit the law school table.

Assist with the Application Process

• Assist prospective and current applicants, in the absence of the Associate Dean, Director, Associate/Assistant Director of Admission, via telephone, e-mail, and website on inquiries and basic/general requirements for admissions and the admissions process. Assist with prospect student visits to campus, class visits, and/or tours.

Perform other related duties as assigned

• Performs other duties as assigned by the Associate Dean of Admission and the Director or Associate/Assistant Director of Admission.

Required Qualifications

• Bachelor's degree or equivalent combination in education and experience.
• At least one year of experience working with departmental database systems and/or other customer relationship management systems.
• Recent experience in providing administrative support.
• Proven telephone etiquette skills, with experience directing calls and taking accurate messages.
• Strong communication and interpersonal skills, with the ability to interact with diverse individuals and groups at all organizational levels, both inside and outside of the university.
• Strong organizational skills, with proven ability in scheduling, calendaring, and coordinating logistics for meetings, special events, travel arrangements, and mailings.
• Strong writing and editing skills, including the proven ability to prepare and proofread clear, concise, and grammatically correct business correspondence and other documents.
• Proven ability to plan, prioritize multiple projects, and complete them in a timely manner.
• Proven ability to organize and maintain large quantity of data and information with accuracy and efficiency.
• Ability to pay meticulous attention to detail.
• Ability to use standard office equipment, including multi-line phone system, copier, and fax
• machine.
• Ability to use tact, diplomacy, and good judgment and to maintain a high level of confidentiality at all times.
• Ability to learn and comply with FERPA regulations and other policies, rules, and regulations.
• Ability to work in a busy office environment with many interruptions.
• Ability to take direction and carry out a plan of action.
• Strong commitment to customer service and teamwork.
• Experience in using word processing, spreadsheet, presentation, Internet and electronic mail applications, preferably of Microsoft Office Suite software.
• Technical ability to learn and use enterprise software.
• Ability to work some evening and weekend hours, as assigned, for recruitment events.

Desired Qualifications

• At least two years of experience working with departmental database systems and/or other
  customer relationship management systems.
• Working knowledge of higher education admission and enrollment policies and procedures.
• Working knowledge of Chapman University policies and procedures that pertain to duties associated with this position.
• Similar experience at an ABA -accredited law school.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Pre-screening Questions

Required Documents

• Resume
• Cover Letter

MAIN CAMPUS

One University Drive
Orange, CA 92866
[phone]
RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.