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UC Santa Barbara · 1 day ago

Operations Coordinator

Santa Barbara, CA

Full-time

Hybrid

Mid Level

$28.88/hr - $33.06/hr

UC Santa Barbara is seeking an Operations Coordinator to manage electronic records processing for Undergraduate Admissions. The role involves overseeing daily operations, advising stakeholders on admissions policies, and implementing technology solutions to enhance service delivery.

Higher Education

Culture & Values

Responsibilities

Assumes responsibility for planning, developing and implementing the electronic records processing software for Undergraduate Admissions, including receipt of electronic application and test score data, updates to electronic files for evaluation, admission notification, appeals, and finalization of student records

Manages the day-to-day responsibilities of career and student staff, ensuring for appropriate cross-training of all staff while managing work flow

Serves as an Office of Admissions' adviser to high school and college counselors, students, parents, staff and faculty regarding academic records and admissions policy

Acts as representative from Admissions with electronic transcript vendors and the document imaging solution for Enrollment Services including any future multi-office technology projects related to shared enrollment information

40% Management - The Operations Coordinator is responsibility for service to students needing application support. This includes maintaining the phone system with Admissions and ensuring incoming calls to the office are addressed professionally and thoroughly. Manages the in-flow of email communications. Provides strategic direction, directs and manages student staff in the management of calls/emails/mail requests coming into Admissions. Manage the work-flow, including receipt of electronic application and test score data, electronic files for review, and finalizing student admission. Acts as the front-line representative of the Associate Director of Application Services during his/her absence. Manages day-to-day functions and workloads student staff. Schedules student staff to ensure excellent, high-volume student services (phones, email, etc.). Determines appropriate level and method of service for current and prospective students and parents. Collaborates with department managers to ensure that appropriate calendar deadlines and work projects are met. Serves as Admissions' resource/ adviser to high school and college counselors, students, parents, staff and faculty regarding academic records and admissions policy. Provides policy interpretation for each multifaceted admission decision

40% Data Coordination & Technology Implementation - Trains staff in the use of application processing software. Understands the program sufficiently to provide staff with necessary training, support and direction. Maintains accuracy of data received and the supporting documents assuring confidentiality and security of data. Functions as first contact for data requests from internal and external entities. Analyzes volume and type of requests. Ensures confidentiality of sensitive student and enrollment data. Understands and ensures adherence to FERPA regulations. Functions as department representative regarding document imaging solutions for Enrollment Services, electronic transcripts and subsequent technology projects affecting service to prospective and enrolling students and parents. Represents Admissions on committees and workgroups as needed

10% Professional Development Opportunities Coordinator - Plans and monitors individual professional development plans & opportunities. Works with department Trainer and Supervisors to ensure that opportunities for professional development are appropriate for staff and students

5% Human Resource Responsibilities - Assumes responsibility for selection and hiring of new student staff, in Applications Services, Operations area. Monitors their progress and productivity, provides mentorship and training. Writes performance reviews and develops staff members. Works with the Director and Associate Director to determine the appropriate size and level of staffing required to accomplish the processing function of Admissions, Application Services

5% Other - May be required to perform other duties as assigned by the Director and/or Associate Directors

Qualification

Electronic records processingSupervising staffCommunication skillsUniversity-specific softwareCustomer serviceData confidentialityOrganizational skillsTeam collaboration