Assistant Manager, Admissions Operations

The mission of the University of St. Augustine for Health Sciences is the development of professional health care practitioners through innovation, individualized, and quality classroom, clinical, and distance education.

GENERAL SUMMARY

Under the general direction of the Assistant Director, Admissions Policy and Analysis, the Assistant Manager, Admissions Operations, is responsible for the oversight, training and development of the functions of the Admissions Specialists and Credit Evaluators at each campus.  The Assistant Manager will develop processes to evaluate and document a student applicant’s eligibility for admission. Assistant Manager will work with admissions operations staff to assess and provide feedback on their skills and interests; select training and development activities that match their career development objectives and job needs; build and present trainings, inform employees about training, stay informed of current policies and practices that support employee development and follow up with employees after a learning activity to integrate new skills and knowledge into their responsibilities. The Assistant Manager will be sure all admissions teams are fully educated to perform at a high level and increase customer satisfaction. The Assistant Manager also performs quality assurance and compliance with university, accreditation and federal regulations related to applicant records management.  This position is campus-based and not eligible for fully remote work. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

·Oversees, develops and enhances full admissions trainings–dealing with admissions interview days, credit evaluations, candidate management, and other topics as assigned (e.g. Ensures that all information related to the student information system that appropriate documentation is stored in the student record, and that appropriate correspondence is sent to the applicant).

• Develops and presents new hire training courses to help prepare individuals for successful positions in Admissions Operations; assists with continuing members of the team on admission-related functions. 
• Identifies strengths and areas of opportunity to enhance training needs for teams and individuals.
• Ensures a current and accurate knowledge of all program offerings, policies, processes, and procedures.
• Facilitates individual and team training on a consistent basis via different platforms, including live, virtual, recordings, and develop training modules Teams SharePoint.
• Tracks, analyzes, and understands individualized and team data to identify training and opportunities to drive results and skill development.
• Ensures admission operations materials and collateral are current, in compliance, and being utilized properly.
• Ensures that policies and programs facilitate the continuing development of staff.

• Supervises as directed by leadership to enhance outcome performances including, but not limited to communication flow, opening statements, probing questions, identifying motivations, overcoming concerns and building rapport.
• Reviews all applications and administers the admissions decisions process as developed and defined by the University. 
• Advises potential students and appropriate administrative offices on admission requirements, policies and procedures, transfer of credit, and related issues.
• Ensures that policy is upheld and applied correctly to support institutional accreditation, programmatic accreditation and state and regulatory requirements. 
• Works closely with enrollment, academic advising, registration services, faculty, and other University administrative groups to ensure a smooth admissions process. 
• Keeps current and ensures consistent application of academic policy changes, new program roll outs, changes to existing program curriculum and policies, and state specific requirements. 
• Works collaboratively with the compliance team and academic leadership to prepare, update, manage and archive enrollment agreements and essential function documents for all relevant programs. 
• Plans, executes and oversees inspection and testing of incoming file review process, outgoing decisions, admissions committee workflow.
• Manages communication flow between academic leadership and Admissions team on reviews and decisions for timely communication to applicants regarding their application status.
• Maintains compliant and non-conformance processing through records and tracking systems –identify root cause and corrective actions.
• Identifies cross-functional training needs and takes action to ensure Admissions Operations-wide compliance and alignment.
• Identifies, reports and resolves recurring issues.
• Develops and updates audit and control measures.

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.  Some evening and weekend work may be required as operational needs dictate.

POSITION IN ORGANIZATION

Reports to:  Assistant Director, Admissions Policy and Analysis

Positions Supervised:   None

TECHNICAL, MANAGERIAL & PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Incumbents will be evaluated, in part, based on performance of each essential function.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree required; Master's degree preferred.
• Minimum of 3-5 years of university advising or university admissions experience, specifically in admissions decisions, policy planning and operations.
• At least 2 years of managerial experience preferred.
• Strong customer service/student service skills in a fast-paced, changing environment required.
• Excellent oral and written communication skills and analytical skills are essential.
• Proficiency in systems and reporting, specifically Salesforce or other CRMs and Jenzabar or other SISs.

TRAVEL

Infrequent travel to other campuses as necessary, not to exceed 10%.

BUSINESS COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Innovation - Creating new and better ways for the organization to be successful.
• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.

WORK ENVIRONMENT
Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary.