Senior Admissions Operations and Events Specialist

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 46173BR
University Job Title:  Senior Administrative Assistant  
Department Job Title: Senior Admisions Operations and Events Specialist 

Grade: D

Position Focus: 

Reporting to the Deputy Director of Operations, with a secondary reporting relationship to the Senior Associate Director for Recruiting, provide high level support to the Yale School of Management Admissions Office. Manage the admissions office database. Interact directly with candidates and enrollees to update records and responds to candidate inquiries. Oversee thorough and accurate transition of student information from admissions database to other university systems. Primary responsibility for administrative oversight and coordination of select admissions events, expenses and related activities. Responsible for correspondence, record-keeping, and data entry related to admissions events. Key member of on-campus yield events (Welcome Weekend) and yield activities. Very limited overtime and Saturdays required.

Essential Duties: 

  1. Coordinate the operation of the internal admissions office database. Manage flow of information through database. Collect and organize information used by admissions office for statistical analyses.  Work with internal resources and outside vendors to ensure optimal database operation.
  2. Pro-actively, independently and consistently conduct follow-up and problem-solving with all applicants to ensure full applications submitted to committee in a timely fashion. Assist with the uploading of applications from separate, outside application systems, such as the Consortium for Graduate Study in Management. Participate in high-volume admissions office activities, including, but not limited to, processing and tracking applications. Provide required documentation for weekly admissions committee.
  3. Ensure timely admissions communications, ensuring high client service maintained. Serve as a source of information for on-line inquiries and applicants, and oversees resolution of database issues involving these individuals. Also communicate with inquiries and applicants by phone, email, and regular mail as necessary, including via mail merge using MS Outlook, Excel, and Word.
  4. Maintain Slate records for applicants and candidates, ensuring that they are accurate and up to date. Oversee migration of information from the admissions database to Banner. Ensure all enrolled students are satisfactorily verified before the program start date.
  5. Coordinate logistics for select MBA fairs, receptions, and major events, including researching venues, evaluating pricing proposals, negotiating pricing to stay within University guidelines, scheduling venue reservations, catering, A/V equipment selection, invitations, speaker and attendee confirmation, and other related tasks. Maintain relationships with both venue staff and internal Yale staff (Business Office, Purchasing, catering, facilities), and set up events and related communications in internal admissions database. Follow up routinely with all participants to insure optimal execution. Coordinate on-site logistics and material mailing for each event. Develop and maintain working relationships with a variety of individuals, corporations, or agencies outside Yale University.
  6. Using the relevant University systems and other reporting tools, oversee Admissions event expenses and other relevant information for events, including tracking expenses for individual events; arranging payment for supplies and services; following up with vendors, staff and other offices as needed; generating reports on expenditures. Establish, implement and coordinate procedures to ensure compliance with all University budget regulations and reporting requirements as appropriate for events coordination.
  7. Assist with coordination with outside organizations (i.e., ReVera, Kira Talent) and other Yale departments to ensure the receipt of application materials, official transcripts, and background checks.
  8. Assist with creating content and updating the website for admitted students for optimum efficiency and timely updates for critical segment of the admissions population.
  9. Assist with student yield calls to ensure all admitted students are partnered with and contacted by current student volunteers.
  10. Assist in coordinating travel arrangements and preparing expense reports for administrative users.
  11. Provide front desk support for admissions office. Provide secondary coverage for general admissions phone and email.

Required Education & Experience: 

Six years of related work experience; four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

Required Skills & Abilities: 

  1. Excellent computer skills in Windows and Microsoft products:  Word, (including merges) advanced Excel (or equivalent database) Outlook (Calendar), and PowerPoint. Very strong detail orientation. Proficient in website editing and social media.
  2. Exceptional interpersonal skills and customer service skills with ability to represent the Director of Admissions, YSOM, and the University professionally. Contributes ideas and consistently contributes to improve all processes for team. Strong oral and written communication skills (writing sample required at interview). Absolute discretion with confidential information and materials.
  3. Strong independent judgment and capacity to take initiative in a “multitasking” environment with minimal supervision. Ability to relate comfortably and knowledgeably with a wide range of individuals in high-level academic and/or professional positions.
  4. Ability to distribute assignments to other C&T staff and to provide guidance and oversight in the completion of this work.
  5. Ability to adapt to changing work environment and responsibilities.

Preferred: 

Experience in an admissions office. Experience with Banner student system, Brio query tool, and Technolutions Slate. Bachelor’s degree. Working knowledge of Yale policies and procedures. Global orientation; experience working across countries and regions, and fluency in more than one language.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement.
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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