Undergraduate Admissions Specialist

Caltech is a world-renowned science and engineering institute that marshals some of the world''s brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Undergraduate Admissions Specialist plays a vital role in supporting the recruitment, selection, and enrollment of Caltech''s entering first-year and transfer classes. This position serves as a key operational and logistical hub for the Office of Undergraduate Admissions, ensuring smooth execution of admissions processes, campus events, and communications with prospective students and families. The Undergraduate Admissions Specialist works collaboratively with admissions officers, student ambassadors, and various campus partners to deliver an exceptional experience to all prospective members of the Caltech community.

Essential Job Duties

Admissions Operations and Processing

• Process and review undergraduate application materials for completeness and accuracy, ensuring adherence to admissions policies and deadlines; a typical application cycle will yield approximately 13,000 applicants (first-years and transfers)
• Coordinate the receipt, organization, and distribution of application documents, test scores, transcripts, and recommendation letters
• Oversee the coordination of transfer graders with the Division of Physics, Math, and Astronomy
• Maintain comprehensive and accurate applicant records in the admissions database, Technolutions Slate
• Generate reports and analytics on application status
• Monitor application portals and troubleshoot technical issues for prospective students
• Track and respond to time-sensitive application questions with accuracy and professionalism
• Assist in maintaining and sending communications to prospective students.
• Work with Operations Team to ensure data integrity across Slate databases, admissions systems, and university databases.
• Contribute to the growth and modification of the Slate CRM platform by acquiring and maintaining knowledge of emerging resources and tools to support Slate users, including keeping up with the Slate roadmap, coordinating release management, and conducting system and user acceptance testing.
• Develop shared queries and reports to track and respond to admissions work.

Campus Events and Recruitment Coordination

• Coordinate logistics for large-scale recruitment programs such as Caltech Up Close, Women in STEM, and Discover Caltech, managing schedules, facilities, catering, room reservations, and expense reporting
• Support off-campus recruitment travel by booking event spaces on- and off-campus (including AV needs), preparing materials, coordinating schedules, and managing logistics for admissions officers traveling to high schools and college fairs
• Manage event registration systems and attendee communications in Slate
• Submit and reconcile expense reports with travel expenses for campus events

Administrative Support

• Develop, maintain, and organize new and existing student records in compliance with FERPA regulations in Slate
• Assist with special projects and initiatives as assigned by leadership
• Work closely with Financial Aid, Registrar, Student Affairs, Residential Life, and other campus partners to ensure seamless transitions for admitted students
• Provide support during campus-wide events (evenings and weekends will be required)
• Serve as back-up to the Receptionist during their absence
• Prepare and coordinate the printing and mailing of admissions decisions packets

Basic Qualifications

• Bachelor''s degree
• 1 year of related experience generating queries and reports with database management and CRM systems (Slate or similar web-based CRM systems); understanding of relational databases
• Basic knowledge of HTML/CSS
• Minimum 2 years of experience in admissions, education, customer service, or a related field
• Exceptional organizational skills with meticulous attention to detail and ability to manage multiple priorities simultaneously
• Strong written and verbal communication skills with the ability to present complex information clearly to diverse audiences
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Demonstrated ability to work independently and collaboratively in a fast-paced, deadline-driven environment
• Strong customer service orientation with a commitment to providing outstanding support to students and families
• Ability to maintain confidentiality and handle sensitive information with discretion
• Ability to work occasional evenings and weekends during peak admissions periods

Preferred Qualifications

• Knowledge of Technolutions Slate or similar admissions management platforms
• Background in event planning and coordination
• Experience working with diverse student populations and commitment to equity and inclusion in admissions
• Project management experience

Working Conditions

• Regular Hours: Monday through Friday, 8:00 AM to 5:00 PM (weekend and evening hours will be required during campus-wide events)
• Physical Requirements: Ability to sit at a computer for extended periods; occasional lifting of materials up to 20 pounds; standing and walking during campus events

Required Documents

• Current resume or CV
• Cover letter