Coordinator I – 125360
Pensacola – Main Campus
Apply now Job no: 493820
This position will be responsible for coordinating the graduate admission process; managing document imaging graduate admission records; and coordinating services in the areas of recruitment, customer service, and admission; and will provide support to the Assistant Director related to graduate student recruitment, enrollment and retention efforts. Incumbent will be responsible for formulating and recommending policies, processes and procedures necessary for the efficient administration of Graduate School admissions and coordination of front office. Residency status and legal issues are reviewed and analyzed in this position, refers to Dean of Students (legal) or the Assistant Director of Graduate Admission (residency) for decision. Analyze and resolve issues related to applicant documentation. Analyze and resolve issues within Ellucian systems as it relates to graduate admissions.
Masters degree in an appropriate area of specialization; or a bachelors degree in an appropriate area of specialization and two years of appropriate experience.
Master’s degree in an appropriate area of specialization; or a bachelor’s degree in an appropriate area of specialization and two years of appropriate experience. Excellent interpersonal communication skills. Ability to work as a team member and maintain positive work relationships. Excellent written communication skills. Excellent work ethic with the ability to plan, prioritize, coordinate work assignments and work independently. Ability to analyze and solve problems quickly and accurately. Excellent documentation and organization skills and attention to detail. Knowledgeable of State of Florida Department of Education rules and laws. Florida Statutes; Florida Administrative Code; University academic, administrative and student affairs rules, regulations, policy, procedures and deadlines; FERPA (Family Education Rights and Privacy Act) – ability to handle all aspects of student records in a confidential and respectful manner. Familiar with State of Florida General Records Retention Schedule.
Experience in a graduate admissions and student records environment. Experience with Student Information System (such as Ellucian Banner or similar).
Essential Functions / Job Duties:
* 50% – Coordinates all phases of the graduate admission process including all administrative tasks that are directly related to the processing of graduate admission applications. Responsible for oversight and management of graduate admission files. Coordinates with department faculty to incorporate the department’s admission recommendation in the admission decision. Interacts by phone, email, and other correspondence with graduate applicants, admits, and department faculty to provide information and troubleshoot problems. Reviews residency documents and initial residency status according to Florida Statutes. Reviews academic and legal misconduct questions and refers appropriate questions for judicial review by Student Affairs, if necessary. Responsible for the development, maintenance, disbursement of applicant/student-related graduate documents and forms. Utilizes customer relationship management tool to help manage the functions of graduate admissions. Provides counsel and advisement to members of the public, prospective students, applicants, admits, students, faculty, staff, college deans and associate deans, department chairs, and other University personnel concerning University, State, and other policies and procedures with regard to all the functions of the Graduate School, particularly graduate admissions. Maintains confidentiality mandated by the Family Educational Rights and Privacy Act (FERPA) and protects against the use of fraudulent data. Recognizes specific privacy codes on student academic records or any other provisions that require additional attention. – (Essential)
* 30% – Responsible for the oversight, coordination, storage, and filing of graduate student records and the management policies designed to facilitate effective and efficient handling of student records. Responsible for maintenance of the electronic filing system as it relates to graduate admissions and graduate students. Responsible for record retention and appropriate disposal of files of students who did not enroll as well as all hard copy documents that have been scanned. Responsible for document imaging all graduate records and documents as well as training UWF staff, particularly graduate department faculty and staff, on the imaging system; facilitating the development of filing systems within the Graduate School, and ensuring compliance with relevant legislation and regulations to retain only materials essential to graduate student records and information which may be used for auditing purposes. Responsible for developing, maintaining and updating Banner workflow processes as it relates to the graduate admission process and electronic filing system. Devising and ensuring the implementation of retention and disposal schedules. Enabling appropriate access to information by maintaining security and access to records by authorized personnel; high level of security and confidentiality is required. Coordinates the review of accountability of all graduate student admission records. Serves as the point of contact and resource for other departments to develop best practices and procedures for imaging records. Works closely with ITS and other areas on campus with records management processes and functions. – (Essential)
* 6% – Responsible, with assistance from the Assistant Director/Assistant Dean for the development, maintenance, and coordination of graduate admission reporting. Utilizes Tableau to monitor applicants and admits, find and reconcile discrepancies in reporting, develop predictive modeling reports, conduct trend analysis, and report on funnel conversion for graduate prospects, inquiries, applicants, and students at the University level and departmental level. – (Essential)
* 5% – Assists with recruitment efforts including coordination and management of marketing material inventory as directed by the Assistant Director; use of the CRM tool to record and manage communication with prospective students, applicants, and admits; and coordination of communication campaigns related to the admission process (e.g., missing material, residency, acknowledgement of received application, application fee payment reminder, etc. emails). – (Essential)
* 2% – Provides support to the Coordinator II/Assistant Dean with the end-of-term functions, which includes monitoring of holds, cancellation of inactive files and verification of the completeness of active files. Closes file if complete or requests final documents and places holds to prevent further registration until official documents are received. Create, maintain, and update Confluence pages with Graduate School processes and procedures. – (Essential)
* 2% – Compiles appropriate documentation/information and prepares graduate admission appeals and residency appeals for committee review. Reviews appeals and serves as liaison between student and next level of appeals process, determines appropriate action, and communicates with applicants, students, faculty, and staff related to appeals. Independently resolves discrepancies and has authority to approve appeals under specific circumstances. Updates applicant/student electronic record appropriately. Requires understanding of academic policies and empathetic but clear communication skills. – (Essential)
* 5% – Provides support to the front office by ensuring consistency and accuracy of admission requirements, policies and processes are communicated to stakeholders. Assists with other functions when required including but not limited to special projects assigned by either Assistant Director, Assistant Dean, or Dean of the Graduate School. – (Essential)
This position requires a criminal background screen
Salary Range: 40,000
Special Instructions to Applicants:
Candidates must apply online through the University of West Florida website: https://careers.uwf.edu.
Applicants are required to attach a resume, cover letter and three references. *References will be contacted upon submission of this application.
An opportunity to upload these documents will be provided during the application process.
For assistance, please contact Human Resources at 850-474-2694 or email email@example.com.
The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1-850-474-2694 (voice) or 1-850-857-6158 (TTY). E-Verify requirements may apply for employment in certain positions. All applications for employment at the University are subject to Florida public records law.