Admissions Specialist II - Office of Admissions

The Office of Admissions at West Virginia University is currently accepting applications for an Admissions Specialist II.

About the Opportunity

The Admissions Specialist II supports the recruitment mission of the Office of Admissions. The position is responsible for reviewing and evaluating applications for admission to the university for all student types. This role ensures that all required documents are received and entered the university's CRM/SIS. Determines that documents satisfy application requirements, moving applications through the evaluation process. Interacts with applicants to assist them through the application process.

Utilizes SIS, CRM, Outlook, Teams, as part of this role. Acts as first line of assistance with application evaluation as needed. Ability to build strong working relationships and thrive in an autonomous fast paced environment.

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

What you'll do:

• Evaluates all student types for admission to the university by evaluating transcripts, verifying course requirements, and calculating GPA to determine if student is eligible for admission. Enters admission decisions in CRM/SIS for all student types.
  
• Reviews transferrable courses from other institutions by reviewing student transcripts. Data enters college credit into the CRM/SIS. Determines appropriate college codes and enters equivalent courses.
  
• Processes changes for the following: date-of-entry, address changes, major changes, and residency changes. Enters holds for students that owe fees and are suspended. Places student records on hold if final transcript has not been received by required date. Oversees and requests documents for students who are in the inactive files. Sends letters to students who will be placed on restriction due to lack of required documents.
  
• Maintains accurate applicant data in university databases, ensuring integrity of student information throughout the admissions process.
  
• Maintains knowledge of multiple university databases to ensure efficient and accurate processing of student data.
  
• Provides information and guidance to enrolled students desiring to take courses at another institution by determining what courses will transfer and their equivalencies. Interacts with advisors, faculty, and staff members concerning student status, admissions requirements, and other admission information.
  
• Answers email providing students, parents, and WVU faculty & staff with information pertaining to admission policies and application status.
  
• Works in CRM to set up and verify student communications, adds notes, assigns and receives tasks, runs reports, and assists others with the application review.
  
• 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.
  
• Responsible for processing large volumes of incoming student applications in Workflow. 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.
  
• Knowledge of letter manipulation in CRM. Lead in running reports and generating transfer department letters. Review letters and send to printer for creation. Responsible for suggesting and making changes and updates to the various letters. Composes and initiates correspondence related to admission decisions. Verifies appropriate content in mailings. Initiates and completes assigned tasks in CRM system
  
• Design and conducts training for onboarding of new hires on scanning/indexing, BDM, & Pre-processing for CRM/SIS.
  
• 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 the Document Management System in batches and then indexing the student's material to the student's 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 and National Student Clearing house into Document Management System for indexing.
  
• Research and respond to inquiries regarding missing documents.
  
• Enter and verify application data into the CRM/SIS, as necessary.
  
• 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.
  
• Provides testing of all new releases to CRM/SIS system relative to admissions processes in conjunction with Student Systems Management.
  
• Provides functional guidance and training to new staff, temporary employees, and student workers who perform administrative activities.
  
• Cross trained to assist Assistant Director, Director, and other WVU admission and recruiting staff with special projects as instructed. This could include updates in CRM/SIS, verifying data, participating in student orientations, or making phone call inquires to applicants/admits.
  

• Bachelor's degree
• A minimum of two (2) years of experience in the following:
  
  
  
  • Salesforce
  • Banner/STAR experience or equivalent CRM/SIS database
  • Microsoft Office Suite
  • Data entry
  • Scanning
  • Customer service
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• Ability to work independently and collaboratively in a fast-paced 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
• Strong customer service orientation

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.