Edtech.com's Summary

Saint Mary's University is hiring an Assistant Director of Admission Operations to lead the operational functions of the Office of Admission for the Schools of Graduate and Professional Programs. The role involves overseeing document processing, updating records, ensuring quality assurance, and managing customer service to support admission workflows and university recruitment.

Highlights

Lead operational functions in the Office of Admission for Graduate and Professional Programs.
Manage CRM and Student Information System (SIS) databases, including quality assurance and report generation.
Oversee application document processing from submission to acceptance and coordinate with third-party providers.
Hire, train, schedule, and supervise front desk, processing staff, and student workers.
Provide front desk support and assist with prospective student events and recruitment logistics.
Require proficiency in Salesforce CRM and familiarity with student information systems preferred.
Must have a Bachelor's degree or Associate's with three years managerial experience, plus three years higher education or related experience.
Salary range is $50,000 - $55,000 annually.
Clear communication, organizational skills, and ability to collaborate with diverse university departments are essential.
Flexible to work some evenings and weekends as needed for special events.

Assistant Director of Admission Operations Full Description

Overview and Responsibilities:

Saint Mary's University of Minnesota is seeking candidates who are eager to contribute to its Lasallian Catholic mission of awakening, nurturing, and empowering learners to ethical lives of service and leadership. We invite individuals to help transform lives through education, inspired by the Catholic Intellectual Tradition’s quest to understand the human experience through faith and reason and its embrace of all who are dedicated to learning from one another through authentic conversations in search of the truth. We are especially interested in and give preference to candidates who demonstrate a vision to create and nurture initiatives that will advance our mission within the scope of their duties and who will foster a culture of dialogue that, with respect for all people, supports the search for meaning and purpose in pursuit of excellence.

Job Summary

This position is responsible for leading the operational functions of the Office of Admission for the Schools of Graduate and Professional Programs in Minneapolis. This includes the oversight of document processing, records updates, quality assurance and control efforts, and customer service.

Salary Range: $50,000 - $55,000

Main Duties & Responsibilities

CRM and Database Management

Monitor, process, and provide quality assurance to admission records in the Customer Relationship Management (CRM) and Student Information System (SIS) systems.
Create and maintain recurring CRM/SIS reports to support workflow efficiency, data accuracy, quality control, and issue resolution.
Track and manage pre-admit and conditional-admit student requirements to ensure timely updates to student records.
Coordinate with campus partners to ensure accurate record handoffs and update CRM records as needed.
Develop, document, and continuously improve training materials and operational procedures; revise existing resources based on evaluation and feedback.

Admission Processing Management

Oversee the workflow of application document processing and file completion from a prospective student’s submitted application to acceptance to the University.
Manage relationships with third-party providers for transcripts and application documents.
Support final application review processes for doctoral and other selective-admission programs, as assigned
Serve as escalation/back-up support for transcript evaluations, complex record issues, and cases requiring elevated system access.
Ensure compliance with admissions policies, procedures, and best practices; identify and address process gaps.
Act as a liaison between the Office of Admission and university departments.

Front Desk and Processing Staff Management

Hire, train, schedule, and supervise Front Desk Reception staff processing staff, and international admission student workers.
Provide onboarding, cross-training, and ongoing professional development in customer service, transcript processing, electronic workflows, emergency procedures, and conflict resolution.
Lead staff meetings and foster a collaborative, service-oriented team culture.
Monitor and maintain office supply inventory; place orders and coordinate replenishment as needed.

Other Duties & Responsibilities

Student Events and Experiences

Provide front desk coverage and assistance for prospective student walk-ins as needed.
Maintain a working knowledge of university services and academic programs to deliver accurate, front-line customer support and appropriate referrals.
Collaborate with the graduate admission team to support recruitment events and related logistics.

Other Duties

Assist and contribute to special admission projects.
Able to work some evening and weekend hours if necessary (graduation, open house, etc.)
Perform other duties, as assigned.

Qualifications:
Experience and Education Requirements

A Bachelor’s degree is required, or an Associate's degree with at least three years managerial experience is required.
Three years of higher education-related experience required, preferably in admissions or student services; or a related business processing role.
Experience with Salesforce Customer Relationship Management System (CRM) is preferred.
Experience with a Student Information Systems is preferred.

Essential Knowledge & Skills

Clear, confident communicator (written and verbal) who keeps teams aligned, documents decisions, and follows through.
Highly organized, able to manage multiple priorities while maintaining strong attention to detail.
Relationship-builder and collaborative partner who works effectively with diverse stakeholders across the university.
Curious and adaptable leader who enjoys improving processes, learning new tools, and supporting team development.
Tech-comfortable and data-aware, confident working across multiple systems (CRM/SIS) and using information to drive accuracy and efficiency.

Physical Demands

Sedentary work. Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.

Physical Hazards – Health and Safety Concerns

General office environments
Ergonomics

Application Requirements:

Apply online at https://www.smumn.edu/about/offices-services/human-resources/employment-opportunities/and include a cover letter, resume, and contact information for three professional references.

Saint Mary’s University of Minnesota believes inclusion and human dignity contributes to a robust academic and work environment and is critical to achieving the University's mission in an increasingly diverse society. Individuals with expertise and diverse skills from underrepresented groups are especially encouraged to apply. Saint Mary’s University of Minnesota is an equal opportunity/affirmative action employer. The successful candidate must support, respect, and advance the mission of Saint Mary's University as a Lasallian Catholic institution.

Saint Mary’s offers a comprehensive benefit package including health, dental, vision, life and disability insurance, flexible spending, retirement pension plan, and both undergraduate and graduate tuition remission plans.

All offers of employment are contingent upon the successful completion of a criminal background check.

Original Job Description