Admissions Systems & Program Coordinator

Job Description: As a key member of the Enrollment Management & Marketing (EMM) division, the Admissions Systems & Program Coordinator plays a vital role in ensuring the smooth operation of our admissions processes. Reporting to the Director of Admissions Systems and Programs, this position is responsible for reviewing applications to ensure applicants meet minimum requirements and are eligible for consideration by program stakeholders. This position also assists with systems-related tasks to ensure the accurate and timely processing of a high volume of inquiries, applications, and related credentials. Accurate and timely processing is essential to achieving enrollment goals. The Admissions Systems & Program Coordinator is a guardian of admissions data and works to maintain data integrity of the Admissions CRM and centralized applications systems such as PTCAS and CASPA, in a collaborative, supportive, and data-focused environment.

The Admissions Systems & Program Coordinator also assists with executing the written communication plan, which includes performing mail merges, printing, and overseeing the distribution of admission correspondences. They help to monitor a shared email inbox to provide accurate and timely information to prospective students and families. This position also assists with supervising a team of student employees who assist with mail handling and processing.

The ideal candidate is a detail-oriented, technically-minded problem-solver who has strong organizational skills and the ability to prioritize and track multiple tasks. Previous experience with Salesforce, centralized application systems, the Google Workspace and Microsoft Word is helpful, the ability to learn it is required.

This is a full-time, on-site position based on our Glenside campus with the opportunity to work from home one to two days a week once fully trained. Candidates must reside within commuting distance upon hire.

Location: Glenside

Essential Functions:

Management and Monitoring of Prospective Student Data (40%):

• Process prospective student inquiries, applications and supporting credentials (transcripts, recommendations, etc.); This includes monitoring automated processes and executing manual procedures and data entry for credentials submitted in support of student applications.
• Verify PT and PA applicant eligibility by assessing applications and supporting credentials against established minimum admission requirements.
• Move prospective students through the funnel by recognizing when applications are ready for departmental review, notifying appropriate reviewers, and ensuring review is completed in a timely fashion.
• Take initiative to monitor and maintain data quality, identifying discrepancies and implementing solutions to ensure the accuracy and reliability of our data.
• Recommend and implement solutions to correct data integrity issues, including data cleansing, validation, and correction procedures.
• Maintain comprehensive operational procedure documentation.

Program Support (20%):

• Serve as the primary EMM liaison between the Physical Therapy and Physician Assistant graduate programs, including the Transitional DPT and Hybrid DPT programs.
• Partner with program faculty and EMM leadership to monitor application activity, admissions progress, and enrollment trends; identify potential barriers to enrollment goals and coordinate appropriate recruitment and yield strategies.
• Coordinate with the departments during PTCAS and CASPA application-cycle configuration in partnership with the Director of Admissions Systems and Programs.
• Work with program faculty and administrative staff as well as the Director for Admissions Events, Campus Visits and the New Student Experience to plan and execute program specific events.
• Provide admissions support for the Hybrid DPT program, collaborating with program faculty, EMM colleagues, and the University's online program management (OPM) partner, including participating in meetings and coordinating admissions-related processes and activities.
• Provide admissions support for the Transitional DPT program, collaborating with program faculty and EMM colleagues to coordinate admissions-related processes and activities, including those related to international applicants and international admissions practices.

Execution of Admissions Communication Plan (20%):

• Execute mail merges in Ninetex (a Salesforce CRM Add-on) and Microsoft Word for printing admission correspondences.
• Oversee assembly, sending and distribution of postal mailings.
• Monitor materials inventory.
• Assists with monitoring a shared admissions email inbox.

Supervision (10%):

• Assist with supervising a team of student employees including hiring, training and mentoring.
• Develop weekly schedules and task assignments.
• Monitor student work.
• Maintain detailed task manual for student workers.

Admission Support (10%):

• Provide support to admission staff related to the Admissions CRM, Salesforce.
• Required attendance at Open Houses and prospective student events; occasional weekend hours required.
• Collaborate to identify opportunities for efficiency and automation.
• Serve on other University committees, task forces, and advisory boards, as requested.
• Perform other job-related duties, as assigned.

Minimum Qualifications:

Education, experience, and skills required:

• Associate Degree.
• Proficiency with Microsoft Word, Mail Merges, and spreadsheets.
• Demonstrated technical aptitude and willingness to learn new technologies and systems.
• Strong organization skills.
• Strong analytical skills.
• Strong attention to detail and commitment to data accuracy.
• Ability to multitask.
• Ability to work independently and as a part of a team.

Desired Qualifications:

• Bachelor's degree.
• Experience in higher education, admissions, enrollment management, or a related setting.
• Experience with CRM or database systems, preferably Salesforce or experience with centralized application systems such as PTCAS, CASPA, or other Liaison CAS systems.
• Familiarity with professional program and/or international admissions practices.
• Experience working collaboratively with faculty or other organizational stakeholders.

Application Instructions:

• Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration.
• Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based, authentic educational experience by placing students at the center. The Institute of International Education has consistently ranked Arcadia first in the nation for study abroad, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" for 10 consecutive years. The University's graduate programs in Physical Therapy, Physician Assistant, Education, and Public Health are nationally ranked in their respective categories by U.S. News & World Report, which cites Arcadia for being among the top study abroad programs and a top performer for social mobility. Arcadia is home to a close-knit and welcoming community that supports students throughout their journey. Arcadia's quality academic programs, unique approach to a liberal arts education, and supportive community guide students toward degree completion and career success. Learn more about our vibrant community at www.arcadia.edu.

We welcome candidates who can contribute to the excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values in their work.

At Arcadia University, our Lived Values are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates who embrace those values. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.

Arcadia offers a competitive benefits package that includes excellent healthcare, generous tuition benefits for employees and their families, retirement benefits, health and wellness programs and resources, and much more.

Position Code: AC0085