Associate Director Admission Systems

POSITION SUMMARY: Olin College, in Needham, MA, is a community dedicated to a transformational education and reducing inequity in and through engineering education. We seek team-oriented individuals interested in supporting a student-centered and innovative environment by excelling at their own immediate responsibilities and contributing to both the Office of Admission and Financial Aid (OAFA) team and the college broadly.
This position requires exceptional analytical skills, as well as very strong technical skills, particularly with Slate.
It uses other cross-functional databases and student information systems, and Microsoft Office. This role requires the candidate to exhibit agency through setting long- and short-term goals, and on-going project management. We seek an individual with impeccable attention to detail, accuracy, consistency, and discretion. An ideal candidate for this role is committed to a diverse working environment and to cultivating a diverse community; they are very approachable and generally work well with everyone.
The Associate Director for Admission Systems will develop and direct all admission systems, data integrity and management strategies; and collaborate in all operational processes supporting the recruitment, selection, and enrollment of new students at Olin College. The Associate Director collaborates frequently with OAFA colleagues and works closely with staff in Information Technology, Student Affairs and Resources, and Institutional Research in support of OAFA goals. The Associate Director stays abreast of college admission trends and Slate new features rollouts, assessing their applicability to Olin's process, and suggesting system and procedure improvements based on current trends and emerging innovations.
This is an in-person/on-campus position based in Needham, MA, with possible flexible work options. Any approved remote work arrangement must be performed in Massachusetts where Olin is registered to do business.
RESPONSIBILITIES :
Primary responsibility for all admission related systems and functions including the implementation, management, and enhancement of all admission systems and development, maintenance and deployment of all IT system functions. This includes database management in Slate, Cognos reports, electronic application processing, integration of Slate and Jenzabar applications, staff training related to Slate and business processes, and being primary liaison to IT for admission related data and systems, including representation at ERP user group meetings, etc.
As chief Slate Administrator: · Guarantee information security in Slate through user account creation and maintenance, and determining security settings and permissions
· Rapidly grow automation in Slate by implementing features like Batch Acquire
· Work with the dean to launch and maintain drip campaigns for all relevant populations
· Establish, monitor and audit as necessary all rules in Slate that govern process flows
· Develop research and data reports for the Dean for of Admission and Financial Aid's strategic planning and executive level reporting as well as all communication campaigns and recruitment plans.
· Utilize Inbox in Slate to efficiently manage and respond to all communications received by OAFA with creation of specific inboxes, roles/permissions, and automations
· Maximize the staff use of Slate to support their administrative portfolios, travel, and reading
· Manage all application related processes in Slate (further detail below)
· Create Slate communications for admissions marketing initiatives
· Build, manage and maintain custom sites (portals)
o Create, update, and monitor applicant status and admission portal in Slate
o Build Candidates' Weekends portal featuring automations, dynamic content, and individualized schedules
o Design and create new evaluation portals to reflect new evaluation processes
o Design and create portals for custom datasets (example: parents and alumni)
o Create reporting portals to eliminate manual updates and reporting limitations
o Develop intuitive interface designs for end-users
o Provide technical support for applicants and other end-users
o Develop new portals as necessary
In admission operations: · Lead the workflow of the admission operational process related to application processing, data integrity, reporting and maintenance of admission systems. Support email and mail deployment processes.
· Support major events (Women's Open House, the Fall Open House, and Candidates' Weekends) planning
· Advise other members on campaigns and query development, and other tasks in Slate.
· Assist generally with all admissions operations, help others as needed.
As application coordinator: · Implementation of Common Application and Coalition Application updates and configurations in Slate annually and changes/updates business processes as needed
· Manage the SDS Process from Common Application; implement cycle prep.
· Implement and execute Application Processing Guidelines to manage incoming data and create and maintain new applicant files, monitoring for accuracy of applicant data and credentials, and file completion
· Create and maintain communication streams (deliver campaign and SMS messaging in Slate) for the application cycle through enrollment
· Develop application reader workflow and framework in Slate and train all application readers, both OAFA team members and faculty and staff readers, on use of Slate Reader. Upgrade methods of use, as defined by current Slate best practice.
· Drive technological support of Admission Committee including creation of applicant dashboards allowing for easy review of applicants during committee
· Design, manage, test, and execute Decision Release process for seamless release of decisions in Slate
· Lead design and implementation of any new applications, as needed
As data leader for admission: · Manage and update accurate incoming student demographic information through the JICS portal changes and Jenzabar
· Develop incoming student consumer reports for accessibility by all Olin relevant constituents, including Development, Family and Alumni Relations, and Financial Aid
· Prepare data and execute data transfer for incoming class to Student Affairs and Resources and Financial Aid
· Manage data feeds into Slate from external sources and vendors and provide data for external constituencies such as student search partner, consultants, etc., guaranteeing data integrity
· Collaborate with Institutional Research on campus wide reporting efforts and external reporting agencies, including compiling data for the Common Data Set submission
As principal OAFA liaison to Information Technology: · Update and test Jenzabar SMOs and modules
· Develop new Cognos reports
· Implement the upload/migration of data from outside sources
· Partner with IT on program specific Slate modules
Other duties as assigned by the Dean of Admission and Financial Aid.
EXPERIENCE AND QUALIFICATIONS: Bachelor's degree required, Master's preferred; at least three years relevant experience in Slate, and ideally, in a non-profit higher ed environment, strong technical skills, including Microsoft Office. Slate knowledge is required; ability to work occasional evenings and weekends as necessary.
COMPANY DESCRIPTION: Olin College of Engineering seeks employees who are passionate about working collaboratively within and outside of the Olin community to support the College's mission and vision for the future. At Olin, we are educating the next generation of engineering innovators and shifting the definition of engineering. Not only do our students ask, "Who are we designing this for, and what are their values?" They also ask questions about the impact of their work on society.
As Olin evolves under the leadership of our president, Dr. Gilda Barabino, we seek to become a more diverse and aware community, a place where everyone is a learner and where everyone is an educator. Olin will become a place where experimentation—including making and learning from mistakes—will be embraced across the institution, not just in the classroom. Collaboration is key to Olin's curriculum and culture, and we will work intentionally to reinforce the values and culture to which we aspire. We are a community that thrives on being together; we value trust. The College supports teams to collaboratively decide how they can best do their work, and display a commitment to the community, all while providing individuals with overall work-life flexibility.
Olin College is situated on 75 acres in Needham, Massachusetts. We are approximately ten miles from Boston, one mile from the MBTA Commuter Rail train station, and approximately four miles from the Woodland Station for the MBTA Green Line. We have plenty of free parking on campus. You can find more details on our  Visiting Campus page.
Take a Virtual Campus Tour : From the moment you step on campus at Olin, you feel a buzz of energy and activity—and once you experience it, you want to be a part of it.
EQUAL OPPORTUNITY EMPLOYER STATEMENT: We are dedicated to building a diverse, inclusive, and authentic workplace:
At Olin College we are dedicated to building a diverse, inclusive and authentic workplace. If you're excited about a role and have relevant experience, but your work history doesn't align perfectly with every qualification in the job description, we'd nevertheless encourage you to apply.
Olin College is an Equal Opportunity Employer. We especially welcome applications from candidates belonging to groups that have been historically underrepresented in higher education, including women, racial and ethnic minorities, LGBTQIA people, and people with disabilities. Employees of the College who have a disability are welcome to request reasonable accommodations by contacting Human Resources at .