Assistant Director, Enrollment Operations & Data Management

Posting Details

Position Information

Job Title Assistant Director, Enrollment Operations & Data Management
Department Enrollment Management Operation Center
Full Time/Part Time Full-Time
Requisition Number S18169
Open Date 10/31/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8:30 a.m. to 5 p.m.

Benefits Eligible Yes
Eligible for Overtime No
Position Summary

The Assistant Director plays a key role with respect to systems, technology and data management for the Offices of Admission and Enrollment Management Operations. The primary role is to provide technology expertise and support in the development, management and usage of systems, databases, electronic communications, reports and data used by Admissions and Enrollment Management Operations in order to recruit, admit and enroll students. The Assistant Director will partner with and provide technical and data-related services, support, and training to Admission teams related to records management and data retention, reading online applications, communications and social media tools, form building, event management, and volunteer management. Works as part of a team responsible for the design, maintenance and support of the Undergraduate Admission CRM, Technolutions Slate.

The Assistant Director is responsible for data management, reporting and technology processes for the Office of Enrollment Management Operations, with emphasis on developing and utilizing system imports, creating and updating queries and reports, and auditing data to ensure data integrity across all systems. The Assistant Director understands the configuration, routine processes, and data associated with the Admissions CRM and ancillary systems and is primarily responsible for importing, validating, standardizing, and extrapolating data for analysis, communications, reporting purposes.

Education Required Bachelor's Degree
Concentration / Degree Type
Substitution for Education Requirement

May substitute additional years of experience, above and beyond the requirement, on an equivalent year for year basis in lieu of the education requirement.

Education Preferred

Bachelor’s degree in computer science, information technology, or other related field.

Experience Required 2 years
Type of Experience

- Directly related experience in data management and/or information systems (for example, imports/exports, audits, error corrections, reporting, etc.).
- Experience with project collaboration, teamwork, and functional documentation.
- Strong analytical, troubleshooting, and problem solving experience.
- Demonstrates ability to learn about new information technology tools as required.
- Motivation and ability to solve problems thoroughly, creatively, and under time pressure.

Substitution for Experience Requirement

May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.

Experience Preferred

- Experience with Technolutions Slate CRM.
- Two or more years of technology experience and support in a higher education environment, preferably in admission and enrollment.
- Experience executing data quality validations, cleansing data, and utilizing reporting systems.
- Experience with student information systems, document management, admissions, and/or enrollment operations.

License/Certification Required
License/Certification Preferred
Skills Required

- Experience with HTML, SQL, XML, or other similar formats.
- Advanced skills in a variety of computer applications and reporting tools including, but not limited to Microsoft Office.
- Ability to effectively communicate technical concepts to end users, business stakeholders and management both verbally and in writing.
- Ability to prioritize and organize tasks to meet deadlines and follow through on assignments with minimal direction, often under pressure.
- Excellent analytical, communication, organizational and interpersonal skills
- Ability to exercise sound judgment, discretion, and tact with all levels of constituents.
- Capable of working independently in a changing environment with accuracy and attention to detail.

Skills Preferred

- Demonstrated ability creating reports (MS Access and Excel).
- Ability to work with large data sets, verifying and checking data thoroughly for accuracy and completeness, and importing and exporting files between software programs.
- Familiarity with Banner.

Internal / External Contacts

- Third party vendors regarding data interchange.
- Enrollment, Admissions, and Operations personnel, to include administration, counselors, and support staff.
- Financial Aid, Registrar, Cashier, First Year Experience, and other student support personnel and faculty.

Physical Demands

- Ability to move boxes (up to 30 lbs) occasionally.
- Ability to be mobile across campus to attend meetings.

Working Conditions

- Hours may vary due to peak seasons or related to deadlines, typically December through March.
- Evening and weekend work periodically required throughout peak season and related to deadlines, to include weekend data imports.
- Occasional travel for conferences and training, typically once or twice per year.
- Non-smoking environment.

Security Sensitive Yes
Special Instructions to Applicants

To apply, submit Rice application, cover letter and resume. Also, please provide the contact information for three professional references.

Quick Link for Posting http://jobs.rice.edu/postings/12206

Job Duties

Job Duty Name
Description of Job Duty

- Provide technical and data-related services and support to all Admission teams. Create and update project databases, train staff, develop data audits, generate electronic communications, and create reports. Attend weekly team meetings (i.e., Admission Staff, Operations Staff, RAVA volunteer team, On Campus Programming team, etc.) and serve as technical representative for project development, support, and routine maintenance.

- Develop, support, and maintain CRM system, to include creating new and improving current business processes, electronic communications, reports, queries, and workflow by working with Associate Director and Assistant Directors in operational systems area.

- Assist with the development of system integration solutions for more effective interfaces with and data delivery between all primary and ancillary systems. Upload admission data to and import data from multitude of data sources. Perform associated data integrity audits and performance testing. Build and maintain data mapping and import and export rules within CRM for appropriate source files (e.g., Common Application, Coalition Application, ACT, College Board SAT, and AP scores, etc.).

- Update standard import packages and create custom import packages for routine and ad hoc data loads. Perform database and import table maintenance. Import prospective student and admissions data including applications, test scores, and other electronic credentials and updates from ancillary systems and third party vendors. Cleanse and standardize all import data.

- Develop and perform routine and ad hoc quality control audits to ensure the accuracy, completeness, and proper usage of admission data. Create and run queries and reports to extract and analyze data for reporting purposes and resolve discrepancies to ensure data integrity and improve associated business practices.

Percentage of Time 55
Job Duty Name
Description of Job Duty

- Build and update student and volunteer portals, monitor admission calendar and associated project-specific processes, and work with appropriate teams and Dean of Undergraduate Enrollment on routine basis to ensure portal functionality is updated during fast-paced application season.

- Document business processes and train staff.

- Update and maintain HTMLs letters and email communications for student and volunteer portals, routine and ad hot recruitment and operational email campaigns, and special projects.

- Create and run data and mail merge processes for direct mail and e-mail campaigns.

Percentage of Time 30
Job Duty Name
Description of Job Duty

- Perform duplicate record auditing and resolution on a routine basis. Audit import files to identify and resolve duplicate record creation prior to import.

- Instruct data management staff regarding search/match business processes to minimize duplicate record generation. Train staff on standardized processes for identifying and reporting duplicate records within the system. Supervise duplicate record processing completed by operational staff.

- Assists with data management and scanning operations during peak processing periods.

- Perform other duties as assigned by the Director of Enrollment Management Operations.

Percentage of Time 15

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. References/Recommendation Request
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a bachelor's degree or additional related experience, above and beyond what is required, on an equivalent year for year basis in lieu of the education requirement?
    • Yes
    • No
  2. * Do you have two years of directly related experience in data management and/or information systems (for example, imports/exports, audits, error corrections, reporting, etc.), or additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement?
    • Yes
    • No