Undergraduate Admissions Operations Specialist

University of California; Pasadena (CA); On-site; USD 39,950 - 46,838; Full time

Job summary

Caltech in Pasadena seeks an Undergraduate Admissions Specialist to support recruitment, selection, and enrollment for first-year and transfer classes. You will serve as a vital operations hub for the Office of Undergraduate Admissions, coordinating data, events, and communications to prospective students and families.

Collaborate with admissions officers, student ambassadors, and campus partners to deliver an outstanding applicant experience and maintain FERPA-compliant records in Slate.

Qualifications

• 1 year of experience generating queries and reports with database management and CRM systems (Slate or similar)
• Basic knowledge of HTML/CSS
• Minimum 2 years of experience in admissions, education, customer service, or a related field
• Exceptional organizational skills with meticulous attention to detail and ability to manage multiple priorities
• Strong written and verbal communication skills with the ability to present complex information clearly to diverse audiences
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Demonstrated ability to work independently and collaboratively in a fast-paced, deadline-driven environment
• Strong customer service orientation with a commitment to providing outstanding support to students and families
• Ability to maintain confidentiality and handle sensitive information with discretion
• Ability to work occasional evenings and weekends during peak admissions periods

Responsibilities

• Process and review undergraduate application materials for completeness and accuracy.
• Coordinate receipt, organization, and distribution of documents, test scores, transcripts, and letters.
• Oversee coordination of transfer graders with Physics, Math, and Astronomy.
• Maintain applicant records in the Slate admissions database.
• Generate reports and analytics on application status.
• Monitor portals and troubleshoot issues for prospective students.
• Track and respond to time-sensitive questions with professionalism.
• Assist in maintaining communications to prospective students.
• Work with Operations Team to ensure data integrity across Slate and university databases.
• Contribute to Slate CRM improvements, including roadmap awareness and testing.
• Develop shared queries and reports for admissions work.

Skills

Strong organizational skills

Communication skills

Microsoft Office

Attention to detail

Time management

Independent and collaborative work

Tools

Slate CRM

HTML/CSS

Job description

Caltech in Pasadena seeks an Undergraduate Admissions Specialist to support recruitment, selection, and enrollment for first-year and transfer classes. You will serve as a vital operations hub for the Office of Undergraduate Admissions, coordinating data, events, and communications to prospective students and families.

Collaborate with admissions officers, student ambassadors, and campus partners to deliver an outstanding applicant experience and maintain FERPA-compliant records in Slate.