Director of Admissions Operations

Saint Mary’s College of California

Moraga, CA

ID: 7084584 (Ref.No. 2469872)
Posted: September 2, 2021
Application Deadline: Open Until Filled

Job Description

Job Type: Full Time
Job Number: 2015-1603032
Location: CA 94556, CA
Department: Admissions
Closing: 9/30/2021 11:59 PM Pacific

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

Reporting to the Dean of Admissions, the Director of Admissions Operations provides leadership in the overall planning, management, and execution of strategy in the area of admissions operations including systems, communication, and marketing to meet the institutional enrollment goals. The Director of Admissions Operations serves as the lead for the execution of admission communication management. This position also oversees admissions operations related to prospect management, application processing, enrollment cycle qualitative and demographic reports, including analysis and assessment. This Director is also the Power User for the CRM: SLATE and the Datatel Student Record System: Colleague.


  • Manage the day-to-day operations of the Admissions Office, ensuring that planned marketing initiatives deadlines are optimally met. This involves prioritizing operational and office processes in admissions, including inquiry data entry, creation and maintenance of first-year and transfer applications, electronic and printed communications to prospective students, handling incoming/outgoing mail projects (identifying direct mail vendors and maintaining relationships), coordination of bulk mailings.
  • Oversee the use of CRM (SLATE), maintaining accurate data and quantitative reporting in order to develop and support strategic enrollment initiatives. Super User for Slate CRM
  • Oversee the imports of application data and document transmission for Common Application, Coalition for College, Scoir, and other services.
  • Develops workflows for file review, departmental scholarships, new student advising, placement exams, and trio application.
  • Develop effective relationships within the Departments, Schools, and other areas of the College, allowing for the implementation of marketing initiatives and workflow processes.
  • Maintain a broad knowledge base of the technological developments and trends in the education industry, by engaging with hardware and software vendors, attending conferences, and identifying means by which technology can be deployed to meet enrollment initiatives and the College's strategic needs. Succinctly relate the potential impact of those developments on admissions in general to campus constituents. Oversee the smooth data integration and export standards for Datatel Colleague and SLATE CRM essential to functions in Financial Aid, Registrar, New Student Programs, Campus Housing, Athletics, Advising, and other departments where essential.
  • Provide data-informed advisement regarding recruitment planning and tactics to the admissions office. Create and maintain Data Retention policy
  • Supervise four full-time operations staff, responsible for providing overall day-to-day direction. Produce procedural documentation and conduct ongoing training sessions with Admission Operation and Counseling staff throughout the year relative to new and ongoing products/procedures/policy. Make recommendations to the Dean of Admissions regarding the maintenance, expansion, contracting, or modifying of marketing initiatives.
  • Determine departmental technology needs, and recommend purchasing, implementation, and operational needs to the Dean of Admissions.
  • Coordinate cross-campus purchasing decisions relating to large hardware/software purchases, leading a group in determining the campus needs and assessing various vendors' ability to meet those needs
  • Contribute to the development of communication plans and create system processes to ensure that all institutional strategies are executed across multiple channels.
  • Collaborate with Admissions colleagues and members of partner departments on campus (e.g. College Communications) to conceptualize, develop, and implement marketing initiatives, conduct data analysis, and integrated processes to support strong enrollment for the College.
  • Collaborate with various offices on campus to ensure maximum impact of initiatives, including Graduate and Professional Studies, College Communications, Information and Technology Services, The Advising Office, Housing, Health and Wellness, the Registrar, Financial Aid, and the Business Office.
  • Serve as admissions operation liaison to all these departments.
  • Work in partnership with the Dean of Admissions and Assistant Director of Admissions, Marketing and Communications to plan the timing of communications to ensure maximum exposure and value, and to ensure messages do not conflict with those from other campus departments or enrollment initiatives.
  • Assess the success of initiatives once "live," by creating and analyzing data reports from internal databases, website traffic, and other data sources as available.
  • Evaluate possibilities for new communication initiatives and help develop messaging and tactics to execute the undergraduate admissions marketing strategy.
  • Assign geodemographic tags and employ filters to enable targeted outreach efforts (e.g. regular mail; e-mail; Tele counseling, text messaging).
  • Oversee management of CRM utilized for marketing communications, application tracking reports/analysis, and admissions decision making.
Recruitment and Yield:
  • Participate in all on campus recruitment and yield events. Assure operational support through list generation and other data needs, while also engaging with students and parents at the events.
  • Maintain a broad knowledge base about the College, its programs and opportunities. Maintain broad knowledge base about general trends in secondary and higher education.
  • Assist with territory assignment and geomarket travel coordination in CRM. Develop and maintain application review process in SLATE, including coordination of file review loads and review within designated timelines.
Other Duties as Assigned:
  • Participate in on-campus events, including some evening and weekend programming.
  • Special data analytic projects as needed by the Dean of Admissions.

Experience and Qualifications
Education: REQUIRED: Bachelor's Degree PREFERRED: Master's Degree

Experience: 4-6 years in admissions or experience in similar settings.

Skills/Abilities: Strong written, oral and interpersonal communication skills. Strong leadership and organizational skills. Strong analytical skills, attention to detail, and ability to prioritize tasks. Datatel Colleague and Slate CRM experience, Google applications and analytics, or technical expertise in data management, including student information systems and Microsoft Access. Advanced capabilities with Microsoft Word and Excel. Demonstrated experience working in highly collaborative and culturally diverse environments; ability to develop effective relationships with Departments, Schools, and with other areas of the College to meet the demands of the position. Demonstrated presentation and facilitation skills and the ability to work in a team atmosphere. Ability to work with project management systems.

Licenses & Certifications (e.g. CPA, RN, etc.): REQUIRED: PREFERRED:

Other Requirements: (e.g. travel, weekend/evening work) 2-4 weeks of travel. Evening and weekend work required. U.S. driver's license and vehicle required.

Supplemental Information
Supplemental Information Application Instructions: Please apply online at
Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

  1. A resume
  2. The name and contact information for three (3) professional references.
  3. In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at

We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.


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