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Senior Admissions Operations and Events Specialist

Job Family: Clerical and Technical  

STARS Requisition: 72727BR 
University Job Title: Senior Administrative Assistant
Department Job Title: Senior Admissions Operations and Events Specialist

Grade: D

Position Focus: 

The Senior Admissions Operations and Events Specialist provides high level support to the Yale School of Management Admissions Office. Interact directly with candidates and enrollees to respond to candidate inquiries and update records in admissions database. 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. Select overtime and Saturdays required.

Essential Duties: 

  1. Ensure timely admissions communications, ensuring high client service maintained. Serve as a source of information for on-line inquiries and applicants and oversee 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.
  2. 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.
  3. 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.
  4. Coordinate logistics for select MBA and one-year masters online and in-person events. For online events, logistics include setting up Zoom session; managing event posting, registration, and follow-up; and overseeing event itself. For in-person events, logistics include 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 ensure 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.
  5. 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.
  6. Assist in coordinating travel arrangements and preparing expense reports for administrative users.
  7. Assist in post-admission yield activities, including preparing admitted student welcome packets and admitted student events and outreach.
  8. 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 mail merge) 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 Admissions Officers, YSOM, and the University professionally. Contributes ideas and consistently contributes to improve all processes for team.
  3. Strong independent judgment and capacity to take initiative in a “multi-tasking” 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. Strong oral and written communication skills (writing sample required at interview). Absolute discretion with confidential information and materials.
  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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