Associate Director, Admissions Systems

Compensation: $85,000 - $95,000 based on skills and experience

This is a remote position

Position Summary

Under the general direction of the Director of Enrollment Operations, the Associate Director plays a pivotal role in the office and is responsible for the testing, operation, and maintenance of technical systems which generate data needed for admissions, recruitment, and enrollment marketing. The Associate Director ensures the integrity of all data files in the Office of Admissions and Enrollment, including management of applications, workflows, data uploads, verification, document processing, process automation, database security and record archiving. This position oversees and implements all technical requirements in all admission systems to support the annual application cycle for all campus programs. The Associate Director works closely with the Slate CRM Manager to support engagement efforts, as the data integration specialist and is tasked with overseeing data flows and mappings for all new and existing functionality, including person, application, and organization scoped datasets. This position is a proactive problem solver who must work in a respectful, collaborative, results-oriented, and student-centered way. The Associate Director will also support and advance the office's commitment to customer service, brand promise, personalization, partnerships, and pipeline development and serves as a senior leader.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university's 6 colleges continue Dr Franklin's legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, and gait and balance.

Essential Duties & Responsibilities

Admissions Systems

• Manage and update admissions systems necessary to recruit, evaluate, and select a diverse student body, including building, testing, evaluation, and release updates.
• Provide the supervisory and quality management of admissions systems to support recruitment and admissions activities.
• Serve as project manager for all system configurations, updates, and audits of admissions systems and data processes.
• Update, along with Communications Specialist, standardized Slate templates to improve consistency and accuracy of event communications.
• Oversee the project management of launching RFU's first Slate-hosted application.
• Revise and improve usage and integration of Slate short apps for pathways and re-applicants.
• Develop and maintain annual schedules for the set-up, function, optimization, and audit of systems related to each program's application cycle.
• Serve as the primary liaison with technical and professional vendors for Liaison, Constituo, ITS, and other internal and external software systems.
• Enhance admission services with the introduction of best-practice technical tools.
• Proactively recommend and implement updates to current technologies, features, or plug-ins.
• Ensure the efficiency of admissions systems by developing and maintaining procedure manuals.
• Coordinate informational updates with program and administrative partners.
• Train partners regarding the appropriate use of recruitment and admissions data.
• Organize and hold quarterly trainings for end users on system questions and processes.

Database System Security

• Establishes security protocols and accesses standards and criteria.
• Manages the security and access of Admissions Systems.
• Develops and oversees the annual audit of Slate user accounts.
• Manages and maintains database user accounts, including population management.
• Creates protocols for the sharing of data from the Slate CRM database to outside sources.

Data Quality

• Serve as admissions data control manager, driving data-informed decision making.
• Manage data exchange with various university systems and coordinate the testing, monitoring, and correcting of daily data imports into ERP system using data migration tools.
• Provide the supervisory and quality management of admissions data to support recruitment and admissions activities.
• Evaluate data issues raised by admissions and program partners until resolved or escalated.
• Oversee accurate input, coding, mapping, and maintenance of admissions records.
• Research and respond to data requests from stakeholders.
• Assist with validating publicly available data to ensure accuracy and consistency.
• Serve as the primary developer of queries and reports for Enrollment leadership, the Office of Admissions, and Campus Partners, including enrollment funnels, engagement ROI analysis, applicant and program class profiles, audits of admission systems, and user-based audits.

Reporting/Data Analysis

• Serve as point-of-contact for all external reporting of admissions data.
• Serve as point-of-contact for all RFU programs in the development of Slate queries and reports.
• Oversee transition from Colleague to Slate reports for all admissions data.
• Create standardized admissions funnel reports for all programs, ensuring accuracy and consistency.
• Lead launch of new Slate Data Explorer and related data visualization services.
• Inform stakeholders of changes in data structure to align campus reporting mechanisms.
• Collaborate with subject matter experts to develop comprehensive reports and analyses.
• Research and prepare talking points, data points, and visualizations for program/administrative partners.

Administrative

• Serve as chief manager of data technology and data services, including developing a plan for future service.
• Supervise, manage, and evaluate staff, providing regular assessments and technical training specific to various admissions systems.
• Adhere to and recommend policies, procedures, and services that are conducive for student selection, matriculation, and program viability.
• Manage portfolio of high-priority, cross-functional projects.
• Serve on multiple committees representing OAE for system management and report on the status including CORE, Regional User Meetings, and others as assigned.
• Other duties as assigned.

Conditions of Employment

• Must achieve satisfactory results from a background check

Required Education & Experience

• Bachelor's degree in information science or related field.
• 4 years of supervisory or project management experiences.
• Data analysis and reporting experiences;
• Combinations of education and experience may be considered.

Required Knowledge, Skills, & Abilities

• Vast knowledge and understanding of databases, data structure, and data migration systems.
• Ability to articulate complex technical information verbally and in writing.
• Ability to assist with the planning, installation, operation, and effective utilization of multiple software platforms, including the ability to understand the complex interconnectivity between these platforms.
• Working knowledge of data management concepts including relational databases, data security, data governance, and database maintenance.
• Must be proactive in understanding the needs of various campus stakeholders, while balancing the technical requirements of multiple systems.
• Ability to be engaged in ongoing learning and adapt to a variety of technical systems.
• Ability to provide leadership in advancing data quality.
• Ability to negotiate on behalf of the University with system vendors.
• Excellent organizational skills and the ability to work under deadline pressure is important.
• Must be able to work independently with and without supervision.
• Strong interpersonal communication skills including the ability to communicate technical concepts to non-technical users is a must.
• Strong analytical and creative problem-solving skills is needed.
• Strong customer service orientation.

Preferred Qualifications

• Knowledge of admissions practices, processes, and procedures.
• Experience in managing admissions systems
• Five or more years of experience in a position requiring managing multiple constituents and providing customer service.
• Three years demonstrated production experience with software application development and/or database management.
• Experience with programming languages such as HTML, XML, SQL, VBA, JavaScript, etc. Experience with statistical software (R, SAS, Stata, etc.) and/or data visualization software (Tableau, SAS Viya, etc.).
• Coding experience with one or more programming languages such as HTML, SQL, XML, JavaScript, etc.
• Proficiency with Ellucian Colleague and Slate
• Power BI Experience

Typical Physical Demands & Working Conditions

• Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

EOE, Including Disability / Vets