Assistant Director of Admissions and Visit Center Coordinator

Saint Mary’s College of California

Moraga, CA

ID: 7091505 (Ref.No. 2757619)
Posted: January 7, 2022
Application Deadline: Open Until Filled

Job Description

Job Type: Full Time
Job Number: 2015-1603209
Location: CA 94556, CA
Department: Admissions
Closing: 2/6/2022 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 Director of Admissions Operations, the Assistant Director of Admissions Operations provides support in the overall planning, management, and execution of strategy in the area of admissions operations to meet the institutional enrollment goals and targets of the Office of Admissions and the College. The Assistant Director of Admissions Operations serves as a point of contact for Admission Staff and others throughout the college to support all things related to the Technolutions Slate CRM, and other
admission-related technology.

This position support admissions operations related to prospect management, application processing, and admitted student enrollment and related qualitative and demographic reports, digital marketing research, related analysis, and assessment. This Assistant Director of Admissions Operations is also the Super User for the CRM (SLATE) and the ERP (Colleague). This position supports Undergraduate Admissions and Graduate and Professional Studies programs.

1. Operations
Help execute the day-to-day operations of the Admissions Office, including prioritizing operational and office processes in admissions, including inquiry data entry, creation and maintenance of first year and transfer application files, electronic and printed communications to applicants and potential applicants, handling incoming/outgoing mail projects. Utilizes CRM (SLATE) to maintain standing data and reporting, implement new
reporting standards to respond to developing needs. SuperUser for Slate CRM. Develop effective relationships within the Departments, Schools, and other areas of the College, allowing for data sharing and transmission between departments.

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 how technology can help meet admissions goals and the College's strategic needs. Succinctly relate the potential impact of those developments on admissions in general to campus constituents. Execute the smooth data integration and export standards for Colleague and SLATE essential to Financial Aid, Registrar, New Student Programs, Campus Housing, Athletics, Advising and other departments where essential. Build and updates all Slate-hosted applications and forms. Oversees event creation in Slate for quality control to ensure forms, linked communication, and data are accurate. Implement Slate tools that enable the admission staff to manage their territories effectively, efficiently, and strategically. Serves as the point of contact for individual Slate questions. Plans and executes unit integration and end-user acceptance testing, and leads staff in testing systems and updates. Develops intuitive interface designs for end-users, trains staff on use and optimization of Slate functionality, and leads ongoing training and professional development of users throughout the institution.

2. Enrollment marketing data
Collaborate with College Communications to develop and implement ping/UTM marketing tools. Market analysis and ongoing study of prospective student demographics are inherent in this role. Assess the success of initiatives once "live" by creating and analyzing data reports from Slate CRM. Assign geodemographic tags and employ filters to enable targeted outreach efforts (e.g., regular mail; e-mail; Tele counseling, text messaging). Help manage CRM use for enrollment communications, application tracking reports/analysis, and enrollment strategy planning.

3. Recruitment and Yield
Participate in all on campus recruitment and yield events. Provide SLATE support through the tracking of registrants, attendants, and show rates for signature admission events and outreach initiatives (college fairs, high school visits, transfer center visits) in person or virtually. 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 a broad knowledge base about general trends in secondary and higher education. Assist with territory assignment and geo market travel coordination.

4. Other Duties as Assigned: Help cover admission phone line with rotating schedule when needed. Participate in on-campus events, including some evening and weekend programming. Special data analytic projects as needed by the Dean of Admissions or Director of Admissions Operation. Represent Admissions in College-wide meetings and/or committees as assigned

Experience and Qualifications

Education: REQUIRED: Bachelor's Degree PREFERRED: Master's Degree

Experience: (years required and applicable field of experience): 2 years of work experience with admissions technology (preferred experience with CRM-- SLATE) directly related to student recruitment and admissions.

Skills/Abilities: (e.g. computer skills, written & verbal skills, trades, laws, procedures, technical) Strong written, oral and interpersonal communication skills. Strong leadership and organizational skills. Ability to work independently Strong analytical skills, attention to detail, and ability to prioritize tasks. Colleague and Slate experience, 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 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.

Licenses & Certifications (e.g. CPA, RN, etc.): REQUIRED: PREFERRED:
Other Requirements: (e.g. travel, weekend/evening work) 2 weeks of travel. Evening and weekend work
required. U.S. driver's license 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.