Admissions Operations Specialist

About this role

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title: Admissions Operations Specialist

Job Category: Academic Staff

Employment Type: Regular

Job Profile: IT Business Analyst II

Job Duties: The Admissions Operations Specialist supports admissions technology and operational processes that ensure efficient application handling, record retention, transfer credit evaluation support, and fraud prevention. This role serves as the functional specialist for TES/Transferology processes, document imaging system management, and fraud analysis and prevention efforts, while also providing limited support for admissions CRM operations related to application processing. The position also provides secondary holistic review of applications, supports organizational record maintenance, develops and documents standard operating procedures, contributes to process improvement efforts that strengthen admissions operations, and completes additional projects as assigned by admissions leadership.

This role works under general supervision, reports directly to the Assistant Director of Processing and admissions leadership, and is an in-person position.

Core Job Accountabilities • Support TES and Transferology, including processes related to transfer credit and equivalencies. Manage data transfers from TES to SIS, including ongoing maintenance and working with technical support on failed imports and exports. Assist in the evaluation of transfer credits, the evaluation of the accreditation status of prior institutions, and determination of the transferability of credits in accordance with UW System Transfer Policy. • Maintain organization records to ensure accuracy and consistency across admissions technical systems. Update institutional organization tables and school data as needed to ensure records are properly structured to support application review, transfer credit evaluations, and reporting needs. • Manage and support document imaging software used for indexing and storing applicant materials. Facilitate and troubleshoot document imports from Slate (CRM) to the imaging system. Monitor and facilitate compliance of record retention within the imaging software system. • Review and investigate suspicious application activity. Research tools, processes, and best practices related to fraud detection, investigation, and resolution, and help document and improve procedures for managing fraud. • Limited technical support of operations in Slate related to application, workflow management, user support, and training. • Create, update, and maintain standard operating procedure documentation for admissions processes and systems. Translate technical and operational practices into clear written procedures for staff reference and training. Support consistency, compliance, and knowledge sharing through well-maintained documentation. • Exercise authority to make admission decisions. Review and evaluate admission applications, including secondary holistic review of applications. • Perform additional projects and duties as assigned by admissions leadership.

Enrollment Management Competencies (competencies required of all staff) Customer Service (building/managing relationships) Works both independently and collaboratively with others on campus (in/outside of unit) and within community to achieve education-related goals. Responds to requests/needs in a timely manner. Utilizes interpersonal sensitivity and displays appreciation of difference across the full communications spectrum. Cognition (ability to think and learn) Is technically literate and able to fully utilize technology. Analyzes and processes large amounts of information, sees inter-relationships and acts on them to continuously improve outcomes and how work gets done. Personal Responsibility (individual-environment fit) Accountable for actions and results. Brings energy and a positive approach to work in an environment that can be difficult/stressful at times. Receives coaching/criticism constructively; accepts/integrates input from others. Fundamental Skills (subject matter/functional expertise) Brings functional expertise to bear in daily tasks. Uses critical thinking to process communications, perspectives, policies and/or procedures and solve problems. Knows and understands the importance of professional ethics and legal responsibilities Leadership (formal/informal ability to influence) Accomplishes objectives within the current environment and uses foresight to envision where future challenges and opportunities will lead. Is decisive; inspires and motivates others without being overbearing

Key Job Responsibilities: • May work with external vendors or service providers

• Determines and recommends programs required for optimal problem solution within cost/performance objectives

• Works on tasks including project or functional requirements, functional design, functional configuration, testing, and documentation

• Participates in requirements planning and feasibility determination

• Performs analyses and prepares reports to ensure that programs meet or exceed schedule commitments

• Formulates and defines systems scope and objectives through research and fact-finding combined with an understanding of applicable business systems and industry requirements

• Trains, serves as a resource, and provides guidance to other IT business analysts on routine problems, work processes, and policies

• Devises or modifies moderately complex information systems including analysis of business and user needs, documenting requirements, and revising existing system logic difficulties as necessary

Department: Admissions Office

Compensation: $53,900-$65,000, based on qualifications and experience

Required Qualifications: • Bachelor’s degree from a regionally accredited institution. • Strong technical aptitude and comfort learning new systems and tool • Exce

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