Website John Carroll University

Enrollment Operations Specialist


Posting Number: AS740P




Working within a progressive enrollment management model, this position serves as the operations support professional for transfer, readmit, visiting, and exchange prospective students to the University. In addition, the role serves as operations support for all other student types as well as larger enrollment operations initiatives.This position is responsible for the creation, maintenance, accuracy, and integrity of prospective student records as well as developing, maintaining, and executing all operational processes and procedures within the Slate customer relationship management system (CRM) tied to recruiting and enrolling students. Slate is the University’s application management system.


Duties and Responsibilities:


Oversee and manage the operational flow of prospect, inquiry, application, and enrollment processing. Specifically:


• Create and maintain all Slate applications for admission and related procedures for transfer students, readmits, visiting students, and exchange students

• Responsible for all application processing for these populations


• Upload any transcripts and related applicant documents to Slate

• Transfers: review new apps daily for accuracy of the checklist, upload documents to Slate (enter transcript GPA info on school tab), enter transcript info in Banner for Credit Evaluations; email credit evals thru Slate)


• Create and maintain operational aspects of the application review process for all populations


• Reader bins, materials, checklists, application review forms, etc.

• File Editor in Slate and use of custom pdfs


• Create, maintain, and execute all process-related communication for all populations (receipt, incomplete, complete, final transcript, registration, etc.)

• Coordinate the importing and exporting of recruitment and enrollment data into and out of the Slate CRM as well as Banner for various needs

• Coordinate operational support for the New Student Orientation process in Slate for transfer students


• Work with the staffs in the Office of Student Success and the Office of Student Engagement to build and maintain processes in Slate to meet the needs of their offices

• Handle dissemination of transcripts and data for advising

• Update checklists in Slate for Housing Agreement and Student Health Form (upload dataset)


• Foreign Language Placement

• Create, maintain, and execute daily queries to maintain overall data integrity

• Maintain data integrity in the Slate CRM and Banner, including adding and updating information such as high school codes and addresses, contact codes, source codes, etc.

• Research and resolve any data or student record issues for prospective students

• Manage the printing, mailing, and tracking of all correspondence to students and families throughout the enrollment process, including


• Oversee and execute all decision communication for assigned populations

• Oversee and execute financial aid communication for assigned populations

• Financial aid award printing process


• Coordinate document export of student files for Registrar (through OnBase)


Be actively engaged in the operations and data needs of the division. Specifically:


• Utilize resources and technology to find ways to continuously improve enrollment processes

• Solve data and process issues and problems and architect new solutions to various process-related initiatives

• Active involvement in any CRM training for other division staff

• Active engagement with key internal contacts (various departments around campus, ITS staff) and some external vendors

• Manage daily mail distribution, email account, Parchment account (transcripts)

• Operational support for other student populations (first-year and graduate) as needed

• Report building as needed


Required Qualifications:


• Associate’s Degree or vocational school degree in any field of study

• Intermediate knowledge of Microsoft Excel, including workbook setup, lookups, pivot tables, and IF functions.

• Demonstrated ability to organize and find trends in data

• Ability coordinate entire information flow from recruit to applicant to deposit; coordinate and execute communications and tracking

• Proficiency with Microsoft Office and electronic communication tools and their Google suite equivalents.

• Very strong attention to detail; organizational skills

• Experience providing superior customer service to a wide variety of constituents, preferably in an educational setting

• Willingness and ability to adapt and learn new technology in order to grow with division needs

• Ability to multi-task and take initiative to find solutions to problems

• Experience providing superior customer service to a wide variety of constituents Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world


Preferred Qualifications:


• Bachelor’s degree in any field of study

• 3-5 years of experience in college admission, financial aid, or student services preferred.

• Demonstrated experience troubleshooting in a CRM database

• Experience with Technolutions Slate CRM

• Experience with Ellucian Banner and troubleshooting Banner databases

• Experience working with higher ed data sets, including the prepping, cleaning, and organization of data


Normal Working Hours and Conditions:


Physical Requirements :


Office environment, this position does not require any unusual physical or environmental demands. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information.


About John Carroll University:


John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences and the Boler College of Business, which both include graduate programs. The University offers 39 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master’s level.The University enrolls approximately 2,500 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 14:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine’s top 10 rankings of Midwest regional universities for more than 30 consecutive years.


EEO Statement:


John Carroll University is an Affirmative Action, Equal Opportunity Employer. The University is committed to diversity in the workplace and strongly encourages applications from women and minorities, veterans and individuals with disabilities.


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