Senior Enrollment Coordinator

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Posting Details Posting Number: 20244173S
Position Title: Senior Enrollment Coordinator
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/12-months
Department: 252-Dean-Graduate School
Position Summary: The Senior Enrollment Coordinator manages admission processing by liaising with departments regarding decisions and handles a high volume of student records in an accurate, efficient, timely and organized manner. This position is responsible for notifying students of admission decisions and of scholarship awards and must keep clear and organized records with keen attention to detail. This position assists with writing and editing award and admission letters and is responsible for accurately coding student scholarship awards in Banner. The coordinator will serve as a first point of contact for prospective international students and work closely with the International Student Office to issue I-20s and answer questions in a timely manner. This position is also responsible for the collection of payroll and other required paperwork, onboarding, and tracking for roughly 200 funded students annually. Related duties in the areas of tuition remission reporting, payroll follow-up for Graduate Assistant's, and enrollment are also required to provide support in the Office of Graduate Studies. Limited evening and weekend hours will be required to assist the department in staffing events.
Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.
Duties and Responsibilities: Application Decision and Enrollment Processing:
Receive, process and manage all departmental decisions on student applications which includes (but is not limited to) the responsibilities below:
Communicate effectively and professionally with prospective students and departments via phone, email, online chat, and in person about the decision process and timeline;
Utilize the enrollment CRM (Slate), Etrieve and Banner to receive and process decisions by coding students appropriately and sending out timely and accurate decision emails;
Evaluate graduate and undergraduate transcripts to determine if they are official;
Communicate with faculty and/or program directors regarding application deadlines, materials and student status;
Record and track enrollment decisions within CRM system and Banner;
Perform quarterly review of non-matriculated/specially admitted student records to determine eligibility for formal admission;
Correspond with incoming students regarding submitting admission reply forms and official transcripts;
Assist with new student enrollment and onboarding initiatives;
Assist with the combined bachelor/master programs application, decision, and enrollment processing;
Process deferrals of admission and enrollment of deferred students;
Assist with end of term bin clean-up in Slate;
Assist the office with enrollment and retention efforts.
Manage Graduate Assistantship and Tuition Scholarships:
Liaise with over 20 departments regarding GA, TS and any other awards. This involves coding awards, sending accurate and timely messages to students, tracking acceptance or decline of awards, upgrades and new offers;
Code students in Banner with proper award code in order to run reports;
Run weekly reports throughout the year to provide Bursar's Office with accurate list of which student's accounts should be adjusted for tuition remission;
Resolve issues and questions that arise between departments, students and bursar's office to ensure accurate awarding of funds;
Keep accurate records and track all funded students in the College;
Assist with additional duties as necessary related to accurate coding of awards in Banner to meet the university's standardized terminology for GA awards;
Review and process Tuition Reduction for Educators and Augustinian Volunteer discounts.
Provide ongoing communication with international applicants regarding their application status and I-20 status:
Evaluate financial documents provided by international students as financial certification and upload documents into CRM;
Coordinate with International Student Services office to send acceptance materials and I-20s to international students in a timely manner;
Answer questions from international students regarding status, I-20, financial certificate, provisional certificates, etc.
Perform additional duties and assist with special projects as assigned:
Assist with recruitment/student events held by the Office of Graduate Studies;
Occasionally serve as backup for physical mail, the office type-2 admissions email account, and transcript processing as needed.
Minimum Qualifications: Bachelor's degree required or equivalent combination of education, training and experience from which comparable skills can be acquired.
Proficient in computer software applications such as word processing, database systems, spreadsheets, and electronic filing.
Familiarity with policies and processes related to international students studying in the US.
Ability to easily develop strong working relationships with students and staff;
Ability to manipulate and present data;
Aptitude for accuracy and detail;
2 -4 years of related work experience.
Must be meticulous in order to provide quality service to all constituencies of Graduate Studies.
Excellent oral and written communication skills; strong organizational, problem-solving and interpersonal skills, and close attention to detail required.
Must exhibit the highest professional standards, ethical principles and commitment to the University's mission and vision.
The position also requires a high level of comfort with technical processes and facility in learning new systems.
Preferred Qualifications: Knowledge of and experience with CRM and SIS such as Slate and Banner are preferred.
Physical Requirements and/or Unusual Work Hours: Must be able to lift 30 lbs. and sit for long periods of time.
Special Message to Applicants: Posting Date: 10/07/2024
Closing Date (11:59pm ET):
Salary Posting Information: Commensurate with experience.
Salary Band: 12
Job Classification: non-exempt
References Needed: Minimum Number of References Needed: 3
Maximum Number of References Needed: 3
Supplemental Questions: Required fields are indicated with an asterisk (*).
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