Program Operations Specialist - MBA Admissions

University of Washington Medical Center; Seattle (WA); On-site; USD 70,000 - 80,000; Full time

Job summary

University of Washington Foster School of Business is seeking an MBA Admissions – Program Operations Specialist to manage the full lifecycle of MBA applications across five programs. You will ensure accuracy, support communications, and maintain data integrity across multiple systems while driving process improvements in a high-volume, deadline-driven environment.

Ideal candidates bring strong Excel skills, attention to detail, and experience with CRM systems such as Salesforce or Slate.

Qualifications

• Bachelor’s degree required with experience in admissions operations or data-intensive admin role.
• Intermediate Excel proficiency and strong attention to detail.
• Experience with CRM or application systems (Salesforce or Slate) preferred.
• Excellent communication and customer service skills.

Responsibilities

• Manage end-to-end application lifecycle from submission to decision.
• Handle system setup, testing, and annual updates.
• Monitor applicant records and proactively resolve issues.
• Maintain data across multiple systems and generate reports.
• Support communications, interviews, and admitted student processes.
• Develop tracking systems and drive data accuracy and reporting.
• Support onboarding, enrollment tracking, and yield initiatives.

Skills

Excel proficiency

Attention to detail

Technical aptitude

Communication skills

Education

Bachelor's degree

Tools

Salesforce

Slate

Job description

Job Description

Foster School of Business has an outstanding opportunity for a MBA Admissions – Program Operations Specialist to join their team.

About this Opportunity

Reporting to Kathleen Glazier, Academic Services-Associate Director, the MBA Admissions – Program Operations Specialist is responsible for MBA Admissions supports the full application lifecycle for the Foster School’s MBA Portfolio. The MBA Portfolio consists of five programs: The Full‑time, Evening, Global, Executive, and Hybrid MBA Programs, managing 5,000 inquiries and over 1,000 applicants annually across the programs. This role manages high‑volume application processing, operating under the demands of multiple admission deadlines and timelines. The role ensures accuracy and compliance with admissions policies, supports application and admissions‑related communications, maintains data integrity across multiple systems, and contributes to admitted‑student onboarding and enrollment tracking.

The position requires strong technical proficiency, exceptional attention to detail, and the ability to independently manage complex, multi‑step workflows across multiple systems. The successful candidate demonstrates ownership, sound judgment, the ability to collaborate and work on a team, and a commitment to operational excellence. In addition, they are proactive and look to identify and implement process and system improvements in a complex, data‑intensive environment.

Key Responsibilities

Application Processing & Systems Management (45%)

• Manage the end‑to‑end application lifecycle from submission through decision, ensuring accuracy, completeness, and adherence to admissions policies.

• Execute pre‑cycle system setup, testing, annual updates, and configuration changes.

• Monitor applicant records, proactively identify issues or missing components, and independently drive results.

• Maintain, update, audit, and troubleshoot data across multiple systems; collaborate with system administrators as needed.

• Support admission operations related to applicant communications, interviews, decisions, and admitted student processes.

• Run queries, exports, dashboards, and reports to support workflows and decision‑making.

• Maintain SOPs and take ownership of continuous improvement in systems and processes.

Applicant Inquiries, Communication & Customer Service (15%)

• Serve as a primary point of contact for applicant inquiries, delivering accurate, timely, and customer service focused communications.

• Communicate program policies, application requirements, and timelines with precision and clarity. Support applicants with technical issues.

• Track trends in questions and inquiries, identify emerging issues, and collaborate on improvements to applicant resources.

Data Integrity, Reporting & Operational Analysis (25%)

• Develop and maintain tracking systems and workflows to support accurate reporting and operational effectiveness.

• Take ownership of data cleanliness across multiple systems. Conduct data audits to ensure accuracy, consistency, and compliance across systems.

• Lead data maintenance and cleanup efforts, including project‑based prospect and applicant data work.

• Identify workflow inefficiencies, recommend system and process enhancements.

• Support special projects, process improvements, and operational initiatives as assigned

Admitted Student Onboarding, Enrollment Tracking & Yield Support (15%)

• Support post‑admission processes, including enrollment tracking and pre‑matriculation onboarding workflows.

• Monitor onboarding progress and ensure completion of required tasks.

• Maintain accurate applicant and enrollment data in CRM systems.

• Provide operational support and serve as a resource for admitted students.

• Support special projects related to admission events and operations as assigned.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

• Bachelor’s degree.

• A minimum 2 year of experience in admissions operations, application processing, higher education administration, or a data‑intensive administrative role.

Additional Qualifications

• Intermediate Excel proficiency.

• Exceptional attention to detail and accuracy.

• Strong technical aptitude.

• Excellent communication and customer service skills.

Preferred Qualifications

• Experience with CRM or application systems such as Salesforce or Slate.

• Analytical and process‑improvement mindset.

About the School

The Michael G. Foster School of Business at the University of Washington is one of the nation’s top-ranked public business schools. Foster serves more than 2,500 students across a broad portfolio of programs, including a top-ranked undergraduate business program, two undergraduate minors, a PhD program, and 15 MBA and specialty master’s degrees.

Located on the Seattle campus, Foster benefits from strong ties to the global business community. The school is supported by more than 55,000 engaged alumni and a collaborative community of faculty and staff dedicated to advancing business education, research, and student success.

Learn more at: https://foster.uw.edu/

Compensation, Benefits and Position Details

Pay Range Minimum:

$69,996.00 annual

Pay Range Maximum:

$80,004.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem‑solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [e-mail].

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.