Scheduled Hours

37.5

Position Summary

The Admissions and Systems Specialist supports all aspects of Arts & Sciences graduate enrollment management lifecycle. They are responsible for the timely flow of information from initial application submission to admittance, to enrollment for all Arts & Sciences graduate programs. They primarily manage the technical and logistical work in the graduate application system and international student system to support applications for Arts & Sciences graduate programs. In collaboration with the Director of Enrollment Management and Student Services, they will ensure appropriate application processes and procedures are applied that maintain high standards of data quality. Additionally, they will provide timely and accurate information regarding enrollment management to prospective students, staff, and faculty. Duties include application processing, responding to applicant inquiries, communication with departments, and conducting reporting and auditing activities to ensure application file completion to matriculation.

Job Description

Graduate Applications Functions

• Process submitted applications; authenticate transcripts and supporting documents, verify official test scores, and update application materials with a high degree of accuracy for submitted applicants and pre-matriculants.
• Maintain an accurate and thorough understanding of the application, admission and enrollment requirements and procedures across programs; document processes and serve as the primary resource to Arts & Sciences graduate applicants.
• Process and publish decision letters for A&S programs; mark records appropriately and in a timely manner when accepted applicant records are ready for the student information system: Workday Student
• Make recommendations to A&S leadership on admissions processes.
   

International Student Processing Management

• Manage the relationship between the Office of Graduate Studies and the Office for International Students and Scholars (OISS).
• Facilitate and systemically track the Form I-20 process for international students; manage the financial certification requests and form I-20 processing for application of visa.
• Enter student information into OISS software; collaborate with OISS throughout processing period to ensure procedures and requirements are accurate.
• Work with OISS to assure adherence to strict University and governmental policies, with keen ability to know and take swift action on time sensitive issues to ensure compliance.

System Specialist

• Serve as liaison between A&S graduate programs and WashU IT for the Student Recommendation System.
• Collaborate with Director, Enrollment Management and Student Services and WUIT to recommend system modifications or updates to ensure data integrity in system integrations.
• Assist WashU IT and the Financial Director in maintaining user interface and data tables associated with SRS, as needed.
• Manage testing our system annually in collaboration with our CRM analyst.
• Make recommendations to WashU IT and A&S Leadership for upgrades to systems.

Stakeholder Communications

• Provide effective and responsive communication with prospective and submitted applicants and campus partners throughout the admissions process both by email and phone, ensuring continued applicant interest and service.
• Responsible for checking, maintaining, and responding to the main graduate admissions email account.

Perform other duties as assigned.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications:

No specific certification is required for this position.

Work Experience:

Various Databases (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Master's degree

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Computer Systems, Software Platforms, Technical Knowledge

Grade

G10

Salary Range

$49,700.00 - $82,100.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.