Admission System Coordinator

Admission Systems Coordinator

Department: Admission

FLSA Status: Non-Exempt

FTE: 1.0

Reports To: Associate Director of Admission, Operations

Position Summary

Linfield University is seeking an organized, detail-oriented, and technology-minded Admission Systems Coordinator to join our Admission team. This position plays an important role in supporting the systems, data, and operational processes that help prospective students successfully navigate their enrollment journey.

Under the direction of the Enrollment Management Slate Systems Manager, the Admission Systems Coordinator supports the day-to-day management of enrollment systems, maintains accurate student and application data, assists with reporting and communications, and helps ensure efficient admission processes. Working closely with Admission, Marketing, and campus partners, this position contributes to Linfield's enrollment goals while helping provide a responsive and positive experience for prospective students and their families.

Primary Responsibilities

Enrollment Systems & Data Management

• Import, export, and manage application and student data across systems, including Ellucian Colleague, Parchment, National Student Clearinghouse, and other enrollment platforms.
• Process application materials, including transcript uploads, document indexing, and data entry.
• Scan, upload, organize, and maintain student records to ensure completeness and accuracy.
• Identify and resolve duplicate records and other data discrepancies across systems.
• Assign and manage documents using batch processes within Slate CRM.
• Assist with data transmission processes, integrations, and system updates.
• Support ongoing CRM maintenance, data clean-up, and operational improvements.
• Provide basic technology support and troubleshooting assistance related to admission systems and processes.

Reporting, Auditing & Data Quality

• Execute queries and generate standard reports to support admission operations and enrollment activities.
• Conduct routine audits of student records, application materials, and datasets.
• Identify and correct discrepancies to maintain accurate and consistent information across systems.
• Support the development and execution of data validation and quality-control processes.
• Help maintain reliable data that supports effective decision-making and a seamless prospective student experience.

Admission Communications & Operations

• Generate mailing lists and assist with print and electronic communications.
• Support large-scale mailings and distribution of recruitment and admission materials.
• Coordinate document preparation and delivery for admission counselors and other team members.
• Provide back-up support for admission operations during peak recruitment and application periods.
• Assist with front desk coverage and general office support as needed.
• Perform general clerical and administrative duties in support of the Admission team.
• Collaborate with Admission, Marketing, and other campus partners to support recruitment and enrollment initiatives.

Qualifications

Required Qualifications

• Bachelor's degree.
• Three or more years of professional experience demonstrating proficiency with CRM systems, data management, business processes, and project management.
• At least one year of experience working with Slate CRM, including advanced query development such as configurable joins.
• Working knowledge of database structures and CRM-to-ERP integrations, such as Ellucian Colleague or similar systems.
• Demonstrated experience mapping, evaluating, and improving business processes.
• Excellent communication, interpersonal, and presentation skills with a strong customer-service orientation.
• Strong attention to detail and a demonstrated commitment to data accuracy.
• Ability to effectively prioritize work, manage interruptions, and meet changing deadlines.

Skills & Attributes

The successful candidate will demonstrate:

• Strong organizational and problem-solving skills with careful attention to accuracy and detail.
• Ability to manage multiple priorities and adapt effectively in a fast-paced environment.
• Ability to work independently while also collaborating effectively across teams and departments.
• Sound judgment, discretion, and the ability to appropriately handle confidential information.
• Commitment to working effectively with individuals from a wide range of backgrounds and experiences.
• Ability to communicate effectively about the value of a liberal arts education and the Linfield University experience.
• Commitment to supporting and advancing Linfield University's mission.

Work Schedule

This is a full-time position with a regular schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. Flexibility is required to accommodate occasional evening and weekend activities associated with student recruitment and enrollment.

Physical Requirements

This position is considered light work. The employee will regularly engage in seeing, hearing, sitting, talking, and computer-based work, including repetitive movement of the hands, wrists, and fingers. The position also requires frequent walking, climbing stairs, and occasional travel by automobile or air.

The employee may occasionally be required to stand, bend, and lift items weighing up to 40 pounds and may be exposed to outdoor weather conditions when traveling between campus buildings.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Why Join Linfield University?

At Linfield, you'll be part of a collaborative, mission-driven community committed to student success and meaningful learning. The Admission team plays a vital role in welcoming future Wildcats and helping students and families navigate one of life's most important decisions. As the Admission Systems Coordinator, your work behind the scenes will help ensure that prospective students receive accurate information, timely communication, and a smooth enrollment experience.

Linfield values thoughtful collaboration, excellent service, and the contributions of employees with diverse perspectives and experiences. If you enjoy combining technology, data, problem-solving, and service to students, we invite you to consider joining our community.