(Hybrid) Admissions Specialist II - Enrollment Management - Office of Admissions

Description
EARM Undergraduate Admissions at West Virginia University is currently accepting application for a (Hybrid) Admissions Specialist II.
About the Opportunity
Scans and indexes all admission information pertaining to students' admission that is received in the Office of Admissions. Enters admissions applications, transfer and high school credit, recruiting information, and other data into the Banner/STAR Student Information System. Coordinates and prints applications for entering from outside sources. Utilize Banner Document Management (BDM) for the processing of admission applications.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year, or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs.

Pay Grade: 14
What you'll do:

• Collaboratively develop and implement daily workflow plan for the unit to optimize success.
• Liaison between unit and various departments, units, and students with scanning/indexing questions concerning applications to WVU. Including issues from each of the Admissions units - graduate, freshman, transfer, international, health sciences, law, and extended learning.
• Design and conducts training for onboarding of new hires on scanning/indexing, BDM, and Banner/STAR System Data Entry.
• Responsible for the scanning and indexing into BDM all admission materials related to thousands of applicants who are applying for admission to WVU. This involves sorting the materials, scanning them into BDM in batches and then indexing the student's material to the student's Banner record.
• Support various internal units and students with scanning/indexing questions concerning applications to WVU. Including issues from each of the Admissions units - freshman, transfer, international, and health sciences.
• Works cross functionally with various WVU colleges, offices, and students with scanning/indexing questions concerning applications to WVU. Including issues from graduate, law, and extended learning.
• Coordinate the download of transcripts from Parchment into BDM for indexing.
• Research and respond to inquiry regarding parchment transcript status that are not in the checklist.
• Organize paper student records in filing system. Responsible for confidentiality of these documents by directing the shredding of paper student records per WVU document retention policy.
• Enter and verify application data into the Banner system, as necessary, using Workflow procedure. This involves conducting a thorough search of the database to locate potential duplication of students. Judgment must be used to determine if duplicates exist. Maintains applicant database.
• Working cross functionally with the IT department to resolve duplicates by merging and hand keying duplicate data, using various Banner forms, of students who have multiple records. Run BANPROD program to correct duplicate errors.
• SSM Duplicate Resolution clean-up and merging of admission data in SOAPCOL, SOAHSCH, SPAIDEN, SPAPERS.
• Process applications into Banner. Includes entering the application into Banner, and creating a PDF of the application, and moving the PDF to a folder to be indexed in BDM.
• Process application data for various types of International, HSC, and Law School apps. Download pdf file to BDM and index to student file.
• Utilizes Axiom for CRM application integration to Banner processing. Axiom is the integration tool utilized to move CRM application data to Banner including person, application, enrollment history, and relationship data. The position administers the Axiom process to control the output of CRM undergraduate applications for all campuses.
• Utilizes Workflow in processing large volumes of incoming Freshman and, ACCESS student applications. Accesses and utilizes multiple forms in the Banner/STAR system to verify student's current status in the system. Once verified, numerous data items are entered on multiple forms. Such items include high school and/or college information, test scores, and documents received. Reviews application and information on the system to determine student residency and admit type. Once these decisions have been made, the data is entered into the system. Reviews and updates the student checklist, determines missing information and completes & verifies request letters.
• Monitors key performance indicators and goals for CRM and Workflow processes.
• Supports the Admissions team and its goal to ensure the data integration between CRM and Banner operates smoothly.
• Process WVU application data, Common App, and WVU Online applications. Review the records that are suspended during the integration process. Determine the reason for the suspend status by thoroughly reviewing Banner data. Correct the situation in Banner or the integration table. Data enter the person's demographic data to Banner for any suspended new person.

Qualifications

• Associates or equivalent education and experience.
• A minimum of two (2) years experiencing involving:
  • Salesforce, Banner/STAR experience or equivalent CRM/SIS database, Microsoft Office Suite, data entry, scanning.
• Ability to work effectively in a team environment.
• Exceptional organizational and independent work skills.
• Demonstrated analytical and problem-solving skills necessary to resolve complex situations.
• Ability to set priorities as requests are received.
• Ability to read and understand procedures.
• Knowledge of West Virginia University's admission policies and procedures.
• Ability to learn quickly, work with minimum supervision, and be detail oriented.
• High-energy and adaptability.
• Ability to make quick decisions and have flexibility to deal with unforeseen changes.
• Ability to multi-task, determine relative importance of each task and complete projects in a timely manner.
• Demonstrated ability to practice and maintain confidentiality.