Associate Director, Admissions Systems & Operations

Position Summary

The Associate Director, Admissions Systems & Operations provides leadership and technical expertise to ensure the efficient functioning of admissions operations and alignment with the goals of the Office of Admissions. Reporting to the Director of Admissions, this role oversees all operational standards, data reporting, and technology needs for the admissions process, serving as the primary liaison to Spelman Technology Services (STS), the Enrollment Management Systems Operations team, and external vendors.As a member of the admissions leadership team, the Associate Director, Admissions Systems & Operations directs the operations area responsible for processing all undergraduate and degree-seeking applications. This position is recognized campus wide as the expert in admissions operations, with oversight of all processes in Banner and Slate (CRM and application systems). Responsibilities include oversight of data integrity for application entry and processing, retrieving and analyzing data to guide strategic decisions, implementing technologies to improve efficiency, and ensuring accurate and timely reporting for internal and external stakeholders, including the VP for Enrollment Management and the Director of Admissions.The Associate Director, Admissions Systems & Operations, collaborates closely with the Director of EM Systems Operations on technical and data-related functions, evaluates new technologies, and recommends solutions to enhance admissions operations. Additional duties include supervising the maintenance of the prospect database, coordinating communications with prospective and admitted students via Slate, and serving on college-level technology committees related to ERP and SIS systems. Essential Duties and Responsibilities Admissions Operations Management

• Oversee all admissions operations processes, including application processing, credential management, and data integrity.
• Establish priorities for the operations team; hire, train, and supervise staff (including temporary personnel) to ensure timely and accurate workflow. Maintain and ensure timely execution of the operations calendar.
• Maintain confidentiality and compliance with institutional policies and federal regulations (including SEVIS for international students).
• Manage record-keeping for current and archived applications, ensuring efficient electronic file dissemination and secure storage.

Technology and Systems Oversight

• Serve as functional lead for Banner and Slate systems; manage system functionality and ensure accurate data transfer across SIS interfaces.
• Conduct regular system audits to maintain data integrity; collaborate on common data definitions for university-wide data files.
• Evaluate and recommend new technologies to improve operational efficiency; maintain documentation of processes and develop SOPs.
• Support staff training on Banner, Slate, and related systems

Data Management and Reporting

• Generate and analyze admissions reports to support enrollment goals; provide statistical evaluations and insights for strategic planning.
• Secure and load data into Banner and Slate, including test scores and prospect name purchases (e.g., NRCCUA, SAT, ACT).
• Coordinate with Institutional Research and Enrollment Management teams to ensure timely and accurate reporting for internal and external stakeholders.

Customer Service and Communication

• Ensure exemplary customer service to prospective students, families, and campus partners.
• Oversee all correspondence related to the application process, including status updates, decision letters, and electronic communications.
• Manage inventory and flow of admissions mailings; supervise incoming and outgoing communications.

Process Improvement and Compliance

• Develop and maintain written documentation of all operations processes; implement strategies for a paperless environment using document imaging systems.
• Monitor and manage overtime budgets; use technology to optimize efficiency and cost-effectiveness.

Supervisory Responsibilities

• Directly supervises all regular data processing and filing staff, temporary data processors, and coordinates the work assignments for work study students. Carries out supervisory responsibilities in accordance with the College’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing and resolving complaints.

Required Qualifications Education and/or Experience:

• Bachelor’s degree from an accredited four-year college or university required.
• Minimum five years of experience in systems operations and data processing, including some supervisory experience.
• Or an equivalent combination of education and experience.

Required Skills and Competencies

• Strong customer service orientation, excellent communication, and effective time management skills.
• Professional demeanor with the ability to interact diplomatically and tactfully with internal and external stakeholders.
• Proven technical and problem-solving skills; ability to thrive in a fast-paced environment while managing multiple priorities.
• Strong project management skills to plan, prioritize, and execute complex admissions operations and technology initiatives within established timelines and budgets.
• Ability to work independently, exercise sound judgment, plan, prioritize, and organize a diversified workload with attention to detail.
• Comfortable working nontraditional hours when necessary.
• Ability to collaborate with a diverse community, including faculty, staff, technical experts, vendors, students, parents, and high school personnel.

Technical Proficiency

• Moderate to advanced experience with SQL and reporting tools such as Tableaus, PowerBI, Argos or similar.
• Proficient experience with Axiom, or similar data bridge software is preferred.
• Ability to generate reports, spreadsheets, graphs, and presentations using tools such as Excel, PowerPoint, Canva and other emerging technologies.
• Strong database management experience, including familiarity with ERP/SIS systems (e.g., Banner) and CRM platforms (e.g., Slate) preferred.

Communication and Documentation

• Excellent oral communication skills for one-on-one and group interactions with students, parents, and colleagues.
• Strong written communication skills, including the ability to draft business correspondence, procedure manuals, memos, and emails.
• Ability to read, analyze, and interpret technical documents, policies, and procedural manuals.
• Exceptional proofreading skills and attention to detail.

Preferred Qualifications N/A Certifications, Licenses, Restrictions N/A Physical Demands While performing the duties of this job, the employee is regularly required to: use hands, handle things, use the computer, talk, and hear. The employee frequently is required to: stand, walk, sit, and reach with hands and arms. The employee is occasionally required to: lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. Shift Days % Travel Required 0% Full Time/Part Time Full-time Work Location/Schedule: This position is eligible for a hybrid work arrangement. FLSA Exempt Number of Vacancies Anticipated Candidate Start Date Position End Date