New York Seasonal Jobs

Job Information

Columbia University Associate Director, Admissions Operations in New York, New York

  • Requisition no: 513889

  • Work Type: Full Time

  • Location: Campus|Morningside

  • School/Department: null

  • Categories: General Administration,Other,Stdnt Affairs/Educational Admn

  • Job Type: Officer of Administration

  • Bargaining Unit:

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range:

Position Summary

The Associate Director, Admissions Operations oversees the systems and tools for the Office of Admissions, and is responsible for ensuring the integrity of the application process by highlighting and researching potential applicant fraud, as well as for the supervision of admissions team members performing application document scanning, application data entry, and conducting work in SIS related to application record management. This position works closely with the Director of Admission to uphold and strengthen the integrity of the admissions process flow from application through enrollment for the School of Professional Studies growing set of offerings. These offerings currently include cross-disciplinary Master’s Degree Programs, Pre-Graduate and Graduate Certificate Programs, Structured and Unstructured Certifications of Professional Achievement, take-a-class options for bachelor’s degree holders and visiting students enrolled at other institutions, High School Programs, and the American Language Programs. This position is a key decision-maker for the Office of Admissions and will involve long-term strategic thinking and planning. The Associate Director, Admissions Operations also assists with application reading as needed during peak admissions periods.


Operational responsibilities

  • Lead in establishing and implementing operational workflow improvements, and in the documentation of processes and workflows for the Admissions Operations Team

  • Research current trends in application compliance and fraud and stay up to date with fraud detection strategies and industry best practices, ensuring the team completes all compliance reviews with a high level of detail

  • Conduct director fraud and compliance reviews; assist with fraud and compliance reviews during peak admissions cycle. identifying the completeness of applications and with reading applications in the peak admissions cycle

  • Oversee the communication with applicants about document submission to fulfill application requirements, compliance with application fee and deposit collection within the application system and the Converge data collection tool, and provisionally admitted applicant final document submission and validation process

  • Identify and escalate instances where final documents do not match the documents submitted for admission consideration, and ultimately communicate with applicants if there is a need to rescind the offer of admission

  • Reconcile student records after the start of the academic term to ensure that only matriculating students have active student records and that deferrals have been processed correctly as appropriate

  • Identify methods to streamline data collection on the application and develops strategies for data collection improvement

  • Ensure data integrity across systems

Systems responsibilities

  • Maintain awareness of system upgrades and enhancements; act as designated Slate super user for Admissions; active participant in the Slate community of users to identify best practices, trends, and new opportunities for workflow and system enhancements to streamline processes and increase effectiveness of the tool

  • Ensure that new users and new programs are added to the system as appropriate and provide baseline training to new users and ongoing training to all users

  • Perform regular and ad hoc audits of the various systems, workflows, and applications to ensure data integrity is upheld and to make recommendations for improvements based on current needs and best practices

  • Maintain relationships with application and verification vendors, transcript and evaluation organizations, and test score providers

  • In cooperation with members of the Admissions team, other SPS departments and external partnerships, ensure the integrity and accuracy of all data related to student admissions and enrollment within all relevant application management systems

  • Ensure that the online admissions application and related forms in use are updated on a seasonal and ad hoc basis as required or assigned for all programs

  • Assist with pre-launch application testing and QA process for all application instances

  • Prepares the online application for each new enrollment cycle and updates all relevant fields. Proactively test, audit and troubleshoot the online application, decision review module, payment gateway, and associated workflows to ensure problems are identified proactively and resolved quickly

  • Manages Zendesk ticketing for requested changes to applications and forms

  • Responsible for setting up new programs in the online application, and partners with analytics team members to add new programs to data feeds and reporting

  • Oversee the documentation and execution of relevant workflows reflecting current processes supporting admissions and operations

  • Assist Director with senior administration reporting, determining timelines and procedures to ensure deliverables

Other responsibilities

  • Hire, train, manage, and provide recurrent training for a team of Admissions Operations Assistants and officers

  • Assist with school wide events such as orientation and graduation


Minimum Qualifications

  • Bachelor's degree and/or equivalent related experience required

  • 4 years related experience

  • A resume and cover letter with salary requirements must be submitted to be considered for the position

Preferred Qualifications

  • Experience in higher education, specifically in an admissions role

  • Master’s degree

  • Experience handling a high volume of applications for multiple, diverse academic programs

  • Experience reviewing transcripts from high school, undergraduate and graduate programs

  • Familiarity with SPS program offerings

Other Requirements

  • Demonstrated experience using a relational database, online application system and/or Customer Relationship Management (CRM) tool, ideally in a higher education setting

  • Familiarity with or willingness to learn, SIS, Salesforce TargetX, Slate, and other systems, applications and software used by the University and the School

  • Proven track record of identifying and implementing improvements to streamline and/or automate complex processes

  • Demonstrated project management experience.

  • Demonstrated experience providing high quality administrative support for a CRM or online application for admission.

  • Excellent interpersonal, oral, and written communication skills

  • Exceptional attention to detail, strong organization and time management skills, and the ability to perform routine and non-routine work with changing priorities and aggressive deadlines

  • Sound problem-solving and decision-making abilities, both as an independent entity and as part of a team

  • Ability to handle confidential information in a mature, professional manner

  • Demonstrated experience supervising and/or training staff

  • Proficiency with Microsoft Office applications including Word and Excel

  • Experience working in a fast-paced environment

  • Some evening work required

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.