Undergraduate Admissions Specialist

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

Benefits offered by this job

Tuition reimbursement

Comprehensive benefits package

Job summary

Caltech is seeking an Undergraduate Admissions Specialist to support recruitment, selection, and enrollment for first-year and transfer classes. You will serve as a logistics hub for the Office of Undergraduate Admissions, coordinating materials, events, and communications with prospective students and families.

You will manage Slate CRM processes, generate analytics, and collaborate with campus partners to ensure a high‑quality experience while supporting admissions programs and campus events,

Qualifications

• Bachelor's degree required with 1–2+ years in admissions or related field.
• Experience generating queries and reports in CRM systems (Slate or similar).
• Basic knowledge of HTML/CSS and proficient in Microsoft Office.
• Strong organizational and communication skills; ability to handle multiple priorities.

Responsibilities

• Process and review undergraduate applications for completeness and adherence to deadlines.
• Coordinate receipt and distribution of documents, test scores, transcripts, and recommendations.
• Maintain accurate applicant records in Slate and generate status reports.
• Support campus events and recruitment travel, including logistics and AV needs.
• Collaborate with campus partners to ensure smooth transitions for admitted students and data integrity across systems.

Skills

Slate CRM

CRM systems

HTML/CSS basics

Microsoft Office

Customer service

Education

Bachelor's degree

2+ years admissions experience

Tools

Slate

HTML/CSS

Excel / Office

Job description

Job Summary

The Undergraduate Admissions Specialist plays a vital role in supporting the recruitment, selection, and enrollment of Caltech's entering first‑year and transfer classes. This position serves as a key operational and logistical hub for the Office of Undergraduate Admissions, ensuring smooth execution of admissions processes, campus events, and communications with prospective students and families. The Undergraduate Admissions Specialist works collaboratively with admissions officers, student ambassadors, and various campus partners to deliver an exceptional experience to all prospective members of the Caltech community.

Essential Job Duties

Admissions Operations and Processing

• Process and review undergraduate application materials for completeness and accuracy, ensuring adherence to admissions policies and deadlines; a typical application cycle will yield approximately 13,000 applicants (first‑years and transfers)
• Coordinate the receipt, organization, and distribution of application documents, test scores, transcripts, and recommendation letters
• Oversee the coordination of transfer graders with the Division of Physics, Math, and Astronomy
• Maintain comprehensive and accurate applicant records in the admissions database, Technologies Slate
• Generate reports and analytics on application status
• Monitor application portals and troubleshoot technical issues for prospective students
• Track and respond to time‑sensitive application questions with accuracy and professionalism
• Assist in maintaining and sending communications to prospective students
• Work with Operations Team to ensure data integrity across Slate databases, admissions systems, and university databases
• Contribute to the growth and modification of the Slate CRM platform by acquiring and maintaining knowledge of emerging resources and tools to support Slate users, including keeping up with the Slate roadmap, coordinating release management, and conducting system and user acceptance testing
• Develop shared queries and reports to track and respond to admissions work

Campus Events and Recruitment Coordination

• Coordinate logistics for large‑scale recruitment programs such as Caltech Up Close, Women in STEM, and Discover Caltech, managing schedules, facilities, catering, room reservations, and expense reporting
• Support off‑campus recruitment travel by booking event spaces on‑ and off‑campus (including AV needs), preparing materials, coordinating schedules, and managing logistics for admissions officers traveling to high schools and college fairs
• Manage event registration systems and attendee communications in Slate
• Submit and reconcile expense reports with travel expenses for campus events

Administrative Support

• Develop, maintain, and organize new and existing student records in compliance with FERPA regulations in Slate
• Assist with special projects and initiatives as assigned by leadership
• Work closely with Financial Aid, Registrar, Student Affairs, Residential Life, and other campus partners to ensure seamless transitions for admitted students
• Provide support during campus‑wide events (evenings and weekends will be required)
• Serve as back‑up to the Receptionist during their absence
• Prepare and coordinate the printing and mailing of admissions decisions packets

Basic Qualifications

• Bachelor's degree
• 1 year of related experience generating queries and reports with database management and CRM systems (Slate or similar web‑based CRM systems); understanding of relational databases
• 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 simultaneously
• 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

Preferred Qualifications

• Knowledge of Technologies Slate or similar admissions management platforms
• Background in event planning and coordination
• Experience working with diverse student populations and commitment to equity and inclusion in admissions
• Project management experience

Working Conditions

• Regular Hours: Monday through Friday, 8:00 AM to 5:00 PM (weekend and evening hours will be required during campus‑wide events)
• Physical Requirements: Ability to sit at a computer for extended periods; occasional lifting of materials up to 20 pounds; standing and walking during campus events

Required Documents

• Current resume or CV
• Cover letter

Hiring Range

$29.00 - $33.65 Per Hour

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position. If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at