Assistant Director of Admissions Operations Job Description

Job Summary

Reporting to the Director of Admissions, the Assistant Director of Admissions Operations will oversee the operational functioning of admissions records team.  This includes managing full-time staff, occasionally work study students and the processing of applications and implementing the communication plan provided by the Director of Admissions.  This will include working with applicants to assist them as needed to complete their applications.   The Assistant Director will focus the team on inputting and maintaining accurate data using Jenzabar.  This position is responsible for leading the Admissions Operations team in providing superb customer service assisting applicants in the completion and submission of their application documents. This person must be very organized and have experience efficiently managing staff and processes.  In addition, the ability to work independently to creatively solve problems and serve as a trainer and mentor to the staff helping them learn new skills and implement new technology systems as required.    A flexible work schedule that will include days, evenings, and some weekends will be required.  Travel and access to a vehicle will at times be necessary. 

Essential Duties/Responsibilities

  • Manage Admission Operations staff which includes hiring, training, supervising, providing regular feedback, coordinating schedules, and approving time off with department activities and College events. 
  • Develop and implement performance review measures to help staff meet weekly and semester goals.
  • Oversee day-to-day customer service center; make customer service to both internal and external customers a number one priority.  Develop timely and effective communication strategies with the Director of Admissions to ensure quality customer service; maintain strong relationships with all Cambridge College academic and student service offices. 
  • Develop structure and communication loop to allow the department to respond to shifts in the marketplace or issues that are discovered through customer service.        
  • Oversee/manage operational flow of application processing and enhanced communication plan; continue to automate communication plan; coordinate all communication generation and mailings.
  • Oversee daily input of information and produce reports for Director of Admissions and Vice President for Enrollment; maintain daily electronic downloads of applications, inquiries, faxes, scanning, etc.
  • Develop strong communication loop with staff and the Director of Admissions to make critical processing decisions during applications season; coordinate and oversee all movement of applications during enrollment.
  • Manage and streamline data entry and record processes implementing new technologies as required. 
  • Manage file review process, utilizing quality assurance practices;
  • Develop, coordinate and implement plan for distributing applications to reviewers; Update and improve tracking system for applications; maintain strong communication with the Director of Student Information Systems and User Services for oversight of applications flow.
  • Create, edit, document, communicate and enforce all office processes and procedures.  Responsible for developing training documents for processes and procedures.
  • Ability to follow the expectation of treating fellow employees, students and the institution’s guests with courtesy and respect always showing an attitude of proactive positive engagement.
  • Ability to manage stress and work under pressure while multitasking under deadlines.
  • Ability to supervise and be supervised, giving and accepting constructive criticism.

Other Duties/Responsibilities

Other duties as assigned.

Education and Experience Required

Bachelor’s Degree required; Masters preferred; 4 years of administrative/managerial experience required.

Skills and Knowledge Required 

Strong customer service skills; Demonstrated success with initiating and executing new plans and processes; Excellent organizational skills; Ability to train and motivate staff;  At least 5 years of experience working with Jenzabar database systems; A high level of competency working with Microsoft Office and desktop publishing software; Competency with administrative systems databases; Team building experience; Strong attention to detail;  Ability to work in a fast-paced and demanding office environment.

Physical Effort Required

The candidate is required to be mobile and occasionally lift and/or move to 15 pounds.


To apply, please forward cover letter and resume to