ADMISSIONS COORDINATOR - University of Washington

Req #: 241576 Department: INFORMATION SCHOOL Posting Date: 12/04/2024 Closing Info: Closes On 12/22/2024 Salary: $3,749 - $5,010 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908\_a11y.pdf) As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. The University of Washington's **Information School** is seeking an **Admissions Coordinator** (Program Coordinator NE S SEIU 925 Non Supv) for our Admissions team. The Office of Student Services is an energetic and highly fast-paced environment where we rely heavily on current technologies to meet the demands of the School and our constituencies. In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool's core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff. Reporting to the Associate Director for Admissions, this position provides primary support to the Information School's Student Services Office in areas of admissions and office support as related to the PhD in Information Science, Master of Library and Information Science (MLIS), Masters of Science in Information Management (MSIM) and Bachelor of Science in Informatics (INFO) degree programs, which includes event-planning, records management, and communications with prospective students. The individual in this position will coordinate coverage for the main reception area of the Student Services Office and will act as a lead for the student assistants who staff the reception desk. In addition, the Program Coordinator provides direct support to broadly focused projects that Student Services leads for the School, including but not limited to career fairs, orientations and convocation ceremonies. The Program Coordinator may be called upon to meet with executive level individuals both internally and externally. **What You'll Be Doing:** General Administrative Support: - Answering phones, assisting walk-ins, and scheduling appointments. - Manage iSchool student records maintenance working within the guidelines of UW Records Management. - Assist in bulk supply ordering for all Student Services groups, i.e. orientation swag orders, Costco snack runs for student breaks, etc. - Respond to prospective student inquiries about the iSchool programs via phone, email (iAsk) or other sources. - Manage the email help ticketing system (iAsk) and assign help tickets to student services staff as appropriate. - Other duties, as assigned. Admissions Administrative Support: - Compile application reviewers scores and comments, including calculations of final scores to rank applicants by for degree chairs final decisions. - Provide assistance to individuals who need specialized or additional support during the admissions process. - Support admissions processes including, but not limited to tracking paperwork, calculating GPAs and updating application databases. - Participate in web chats and information sessions as requested. - Use appropriate Application database and Keynes as appropriate to facilitate the admissions process and update applicant records. - Work with Admissions Operations Specialist to ensure proper flow of admissions files for completion and review by admissions committees, tracking of admissions decisions and students' acceptance of admission and moving files to Academic Advisors. - Manage up-keep of Prospective Student CRM including input of new data, archiving of inactive prospects and providing information downloads as requested. - Lead creation of new system structures in Student CRM to support, file reviews, data imports and exports, and workflows. Assist the Associate Director for Admissions to ensure the data systems align with strategic priorities for admissions. - Track admissions data for prospective students, applicants and admitted students. Coordinate Scholarships: - Coordinate scholarship process, including application, awards and resolves issues during the allocation process. - Oversee communication of scholarship awards for new and continuing students. - Coordinate with UW Student Financial Aid to get sensitive information on financial ability for each scholarship applicant. - Manage iSchool Scholarship database and provide reports as requested. Event Planning and Support (20%) - Provide operational support and event planning for the Student Services admission events and programs. - Coordinate iSchool prospective student visit program - coordinate class visits, coffee/meeting with current students. - Support event needs for recruitment activities including information sessions, PhD Open House, and orientation (iWelcome) including room scheduling, catering, materials prep and calendaring of events. - Represent the Information School degree programs to students and the public at special events, as required. **Minimum Qualifications** - High school graduation or equivalent AND two years of experience in admissions or student support role OR equivalent education/experience. **Additional Required Qualifications** - Minimum of 6 months experience with event planning. - Fluency in Microsoft Office Applications (Outlook, Word, and Excel) and email. - Intermediate experience with database programs (such as Access, SQL or similar program) including data entry and maintenance and producing reports. - Familiarity with updating web content. - Experience with a variety of social media platforms (such as Facebook, X (formerly Twitter), etc.) - Must have excellent demonstrated communication skills; both written and oral. - Proven ability to work comfortably with a diverse population. - Demonstrated ability to organize and prioritize multiple tasks and work effectively under the pressure of deadlines. - Ability to work both independently and as part of a team. - Demonstrated ability to effectively use electronic scheduling tools (such as Outlook) in a business environment. - Professional demeanor is required. **Desired Qualifications** - Bachelor's degree. - Experience with UW systems MyGrad Program and SDB - Prior experience using SharePoint, Catalyst, Photoshop, In Design, web editing programs and building queries in database (such as Access, SQL or similar program). **Working Environmental Conditions** Due to the demands of these programs, this position is occasionally required to attend events in the Puget Sound area and have flexibility with working hours. Occasional Saturday or evening work may be required. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.