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Admission Processor
Office of Admission
Vacancy Number 300931
Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 12/13/18 Closes: 01/09/19
Salary: $28,956 - $32,000
The Admission Processor is responsible for data entry and processing admission applications including supporting materials in student information systems. The processor is responsible for daily application and data loads including test scores, electronic transcripts, and prospects from external sources. We look forward to receiving your electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your cover letter and resume as one document and attach it in the resume location.
Also responsible for all aspects of the application processing funnel including but not limited to the initial download or entering of applications, managing application materials, moving students through the different stages of the application process, residency determinations, database testing, and routine general quality control audits. The processor is responsible for the coordination and implementation of the printed mail communication flow to prospective students, current applicants and admitted students. Routinely respond to data, processing or hardware/software related inquiries and problems. Identify data errors and follow procedures to correct applicants’ records in PESO, Image Now and/or Salesforce. The processor is responsible for implementing processes, policies, guidelines to ensure good quality data in compliance with policy and/or regulatory obligations.
Coordinate application processing, including data downloads of electronic applications and data entry of paper applications using PeopleSoft, Salesforce, and Image now. Rectifying students with duplicate ID’s. Routinely move students through the stages of the admission process from incomplete to pending to admit status. Process term changes, withdrawals, and program and plan changes within the Office of Admission. Coordinate with the Records Office when students are matriculated and/or enrolled. Routinely respond to data, processing or hardware/software related inquiries, request and problems.
Manage scanning, linking, alphabetizing and filing of incoming paper and electronic documents via mail and email. Review, monitor, and update student checklists using PeopleSoft and ImageNow. Ensure data integrity by comparing system information with source documents.
Complete data loads from external sources including but not limited to standardized test score results and electronic transcripts. Loading and processing and verifying data using batch and individual data entry.
Serves as an overall support team when necessary, assisting with triaging and pulling documents from the Admission email accounts. Provide troubleshooting assistance to students when trying to navigate the electronic application and/or locate missing documents.
Load prospect data from web RFI’s and external files into SalesForce and PeopleSoft. Retrieving and downloading prospects into CRM and PeopleSoft from various external sources including Cappex, Hobsons, UNIGO, etc.
Enter initial residency determination and initiate communication with applicants regarding any residency errors on applications or associated materials. Makes residency changes according to counselor request and the receipt of supporting documents from students. Documents residency changes for auditing purposes. Assisting with on-campus events providing hands-on support at application workshops. Help with preparation and coordination of events by serving on event committees. Assisting with adding events to the CRM calendar. Working with other offices in the division to resolve duplicated id’s in the system.
Run Prospect letters, admit letters and coordinate mass mailings. Assist with mail fulfillment. Serve as back up to the front office staff by providing desk coverage support and helping with mail retrieving and processing. Assist newly hired employees and student assistants with training and onboarding. Conducts routine database testing (patchfix). Provide counselor support/assistance as needed to help reach enrollment goals.
Special hours of work required - Employee may be asked to work overtime (evening or weekend) during peak periods and/or special events with advanced notice.
Required Education and Experience
Education: High School diploma or GED
Experience: Two years of clerical, administrative or data entry experience
Preferred Education and Experience
Education: High School diploma or GED
Experience: One year of clerical, administrative, or data entry/managing/coordinating experience. Preferred PeopleSoft or student database experience.
Required Knowledge, Skills and Abilities
Ability to work with Microsoft Office, a student information system or similar database, and imaging software. Ability to work in a fast-paced and deadline-driven environment. High attention to detail and providing excellent customer service. Excellent communication skills.
The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies
The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save a single PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT
above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.
TO APPLY:
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
- Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
- To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
- Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.