Admissions Systems and Operations Coordinator

Admissions Systems And Operations Coordinator

North Central University is a dynamic Christian learning community educating students for lives of service throughout society, the marketplace, and the church. In keeping with its Pentecostal heritage and mission, NCU models and expects excellence in both academic practice and Christian faith.

Position Purpose: The Admissions Systems & Operations Coordinator plays a vital role in supporting the day-to-day functions of the Office of Admissions. This position is responsible for maintaining data accuracy, managing CRM systems (Salesforce), coordinating communication workflows, overseeing the application process, and supervising a team of student workers. The coordinator ensures that internal systems and communications operate efficiently and that prospective student data and outreach are managed with accuracy and care throughout the admissions cycle. This role is ideal for a detail-oriented, technically skilled professional who thrives on behind-the-scenes execution, cross-functional collaboration, and maintaining high standards of operational excellence.

Responsibilities include but are not limited to:

• Manage the daily flow of application materials, including transcripts, test scores, recommendations, and supplemental documents.
• Ensure timely and accurate data entry into Salesforce and the student information system (Colleague).
• Monitor application statuses and coordinate the completion of applicant files for counselor review.
• Oversee incoming and outgoing mailings related to applicant communications and event materials.
• Maintain inventory of admissions print materials, recruitment supplies, and office resources.
• Serve as a communication bridge between processing staff and recruitment counselors to ensure file readiness.
• Manage the scheduling and delivery of print and email communications within Salesforce, Pardot, and other connected platforms.
• Update and maintain email templates, drip campaigns, and system-triggered communications tied to inquiry, applicant, and admit stages.
• Collaborate with the marketing and admissions teams to ensure messaging accuracy and audience segmentation.
• Track performance and recommend improvements to communication workflows based on engagement data and operational feedback.
• Coordinate the production and mailing of personalized print pieces, event invitations, and other recruitment materials.
• Hire, train, schedule, and supervise a team of student workers who assist with data entry, scanning, mailings, and general office support.
• Provide hands-on training and create clear documentation to ensure consistency and quality in student worker tasks.
• Evaluate student worker performance and adjust workloads to meet processing demands throughout the admissions cycle.
• Serve as the day-to-day administrator for Salesforce within the admissions office.
• Manage data imports, perform regular data audits, and maintain data integrity through deduplication and cleanup efforts.
• Create and update basic reports and dashboards to support the Admissions team's needs.
• Coordinate system troubleshooting with IT and serve as a liaison for admissions-related technology needs.
• Maintain student records across both Salesforce and Colleague in coordination with other offices.
• Assist with the setup and maintenance of online applications, forms, and workflows within Salesforce.
• Help prepare reports for internal use by Admissions, Marketing, and other departments as needed.
• Document office procedures and recommend improvements to streamline day-to-day operations.
• Support admissions events (on-campus and virtual) through logistical coordination and system support.

Job Qualifications: Minimum Education and Experience

• Bachelor's degree preferred; associate degree with relevant experience considered.
• 12 years of experience in admissions, communications, CRM/database support, or related administrative roles.
• Familiarity with Salesforce, Colleague, or similar CRM/student information systems preferred.
• Strong organizational and time-management skills with attention to detail.
• Excellent communication skills and ability to collaborate across departments.
• Proficiency in Microsoft Office (Excel, Outlook, Word) and Google Workspace.

Knowledge, Skills and Abilities

• Experience supervising or mentoring student workers or part-time staff.
• Knowledge of higher education admissions cycles and terminology.
• Experience with email marketing platforms, communication automation, or dynamic messaging tools.
• Exposure to data reporting tools or basic HTML a plus.

Working Conditions and Frequency:

Use of a PC and telephone, photocopier and facsimile machine approximately 90% of the workday

Exposure to repetitive motion of the fingers, hands and wrists on a daily basis Work is performed in a Christ-centered urban environment

Summary Of Benefits

• Medical Individual Coverage Health Reimbursement Arrangement. (ICHRA). Employees receive a contribution from NCU towards an individual health insurance premium through SureCo.
• Dental Employee funded. Health Partners
• HSA and FSA available through Optum Bank
• Life Insurance company funded life with option to add Voluntary Life through New York Life
• Short Term and Long Term Disability University paid through New York Life
• 403b Retirement TIAA or AG Financial. Up to 3% match of employee contributions.
• PTO flexible with black-out periods dependent on departmental and academic calendars.

North Central University employs qualified individuals regardless of race, color, national origin, sex, disability, age, marital status, genetic information, veteran status, familial status, and status with regard to public assistance. Individuals must be able to perform the essential functions of the position with or without reasonable accommodation. The aforementioned statements are not intended to encompass all functions and qualifications of the position; rather, they are intended to provide a general framework of the qualifications of the position. Job incumbents may be required to perform functions not specifically addressed in this job description.