What are the responsibilities and job description for the Admissions Operations Manager position at University of the Pacific?
Primary Purpose
Under the general supervision of the Associate Dean of Admissions & Student Affairs, the operations manager is responsible for daily admissions operations to meet the enrollment goals and strategic objectives of the dental school including data reporting, yield, interviews, advising, and orientation events and initiatives. University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.
Essential Functions
Leadership Supervise, mentor, and evaluate a team of admissions coordinators, fostering a collaborative, inclusive, and performance-driven culture. Lead hiring, onboarding, training, and ongoing professional development for admissions staff. Foster an office environment that empowers staff to deliver exceptional customer service and personalized support to all constituents. Admissions Operations Manage daily operations of the admissions office, ensuring efficiency, accuracy, timeliness, and adherence to institutional policies and documentation requirements. Oversee application and acceptance processing, enrollment deposits, and admissions decision workflows. Manage admissions / application systems and platforms, including WebAdMIT, Banner, Axium, and databases. Oversee the conversion and import of dental admission applications into student information system. Ensure compliance with admissions standards, guidelines, criteria, and accreditation requirements. Data Analysis and Reporting Prepare and deliver weekly, monthly, and ad hoc summaries and reports for associate dean / admissions committee to support admissions, forecasting and strategic decision-making. Generate standard and customized reports for faculty, administrators, and university stakeholders. Manage, create, and disseminate surveys for data analysis and reporting to administration. Admissions & Interview Programs Oversee admissions advising processes for prospective students and external audiences regarding the admissions and application process and Dugoni School programs. Supervise admissions interview program for all dental school programs. Support Associate Dean with admissions presentations and facilitation during interview days. Develop comprehensive training materials for faculty and student interviewers; Develop program information for prospective students and interviewees; Manage online repository for prospective student materials. Update and maintain printed and online admissions policies, procedures, and training manuals. Coordinate annual admissions meeting and executive and admissions committee meetings, including preparation of candidate data and application materials. Recruitment, Yield & Event Programming Lead planning and execution of on-campus and virtual recruitment and admissions events, including open houses, admitted student days, interviews, dental school tours, and student ambassador program. Ensure all campus visits, including personalized visits, are impactful and tailored to prospective student needs. Orientation & New Student Transition Manage, schedule, and coordinate DDS / IDS orientation week program for incoming students. Support successful transition and onboarding of new students. Manage accepted/incoming student and candidate repositories and microsites for admitted/incoming students. Communications Collaborate with associate dean to develop, print, and distribute admissions communications, mailings, and brochures targeted to intended audiences. Support production and annual review of admissions publications and application materials. Oversee updates to the admissions website and digital communications platforms. Misc. Perform all other duties as assigned by the Associate Dean, Student Services.
Minimum Qualifications
Knowledge of: Federal and state regulations regarding university admissions. Advanced functions in Microsoft Office, including Excel, PowerPoint, Outlook and Microsoft Word. Admissions / application systems, services and programs, including WebAdMIT, Banner, etc. Ability to: Provide effective leadership, training, and supervision. Communicate effectively with administration, staff, students and public through oral and written communications. Make effective presentations. Prepare and present reports concisely and logically. Project a professional image. Understand, interpret and apply laws, rules and regulations as they relate to admissions and student services. Analyze problems, project solutions and implement recommendations. Effectively manage projects and deadlines with strong attention to detail. Maintain confidentiality of information in compliance with the Family Education Rights and Privacy Act ( FERPA ) and other applicable federal, state, local, or university regulations/guidelines. Effectively counsel students and parents regarding admissions. Work with minimal supervision. Experience: Minimum of five years in management of graduate program / student services, preferably in a health professions program. Previous management/supervisory experience managing professional staff. Demonstrated experience working with university student information system. Education: Bachelor’s degree
Preferred Qualifications
Ability to: Provide effective leadership, training, and supervision. Communicate effectively with administration, staff, students and public through oral and written communications. Project a professional image. Effectively manage projects and deadlines with strong attention to detail. Work with minimal supervision. Other: Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.
Work Schedule
Mon-Fri, 5 days/week, 8 hours/day
Under the general supervision of the Associate Dean of Admissions & Student Affairs, the operations manager is responsible for daily admissions operations to meet the enrollment goals and strategic objectives of the dental school including data reporting, yield, interviews, advising, and orientation events and initiatives. University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.
Essential Functions
Leadership Supervise, mentor, and evaluate a team of admissions coordinators, fostering a collaborative, inclusive, and performance-driven culture. Lead hiring, onboarding, training, and ongoing professional development for admissions staff. Foster an office environment that empowers staff to deliver exceptional customer service and personalized support to all constituents. Admissions Operations Manage daily operations of the admissions office, ensuring efficiency, accuracy, timeliness, and adherence to institutional policies and documentation requirements. Oversee application and acceptance processing, enrollment deposits, and admissions decision workflows. Manage admissions / application systems and platforms, including WebAdMIT, Banner, Axium, and databases. Oversee the conversion and import of dental admission applications into student information system. Ensure compliance with admissions standards, guidelines, criteria, and accreditation requirements. Data Analysis and Reporting Prepare and deliver weekly, monthly, and ad hoc summaries and reports for associate dean / admissions committee to support admissions, forecasting and strategic decision-making. Generate standard and customized reports for faculty, administrators, and university stakeholders. Manage, create, and disseminate surveys for data analysis and reporting to administration. Admissions & Interview Programs Oversee admissions advising processes for prospective students and external audiences regarding the admissions and application process and Dugoni School programs. Supervise admissions interview program for all dental school programs. Support Associate Dean with admissions presentations and facilitation during interview days. Develop comprehensive training materials for faculty and student interviewers; Develop program information for prospective students and interviewees; Manage online repository for prospective student materials. Update and maintain printed and online admissions policies, procedures, and training manuals. Coordinate annual admissions meeting and executive and admissions committee meetings, including preparation of candidate data and application materials. Recruitment, Yield & Event Programming Lead planning and execution of on-campus and virtual recruitment and admissions events, including open houses, admitted student days, interviews, dental school tours, and student ambassador program. Ensure all campus visits, including personalized visits, are impactful and tailored to prospective student needs. Orientation & New Student Transition Manage, schedule, and coordinate DDS / IDS orientation week program for incoming students. Support successful transition and onboarding of new students. Manage accepted/incoming student and candidate repositories and microsites for admitted/incoming students. Communications Collaborate with associate dean to develop, print, and distribute admissions communications, mailings, and brochures targeted to intended audiences. Support production and annual review of admissions publications and application materials. Oversee updates to the admissions website and digital communications platforms. Misc. Perform all other duties as assigned by the Associate Dean, Student Services.
Minimum Qualifications
Knowledge of: Federal and state regulations regarding university admissions. Advanced functions in Microsoft Office, including Excel, PowerPoint, Outlook and Microsoft Word. Admissions / application systems, services and programs, including WebAdMIT, Banner, etc. Ability to: Provide effective leadership, training, and supervision. Communicate effectively with administration, staff, students and public through oral and written communications. Make effective presentations. Prepare and present reports concisely and logically. Project a professional image. Understand, interpret and apply laws, rules and regulations as they relate to admissions and student services. Analyze problems, project solutions and implement recommendations. Effectively manage projects and deadlines with strong attention to detail. Maintain confidentiality of information in compliance with the Family Education Rights and Privacy Act ( FERPA ) and other applicable federal, state, local, or university regulations/guidelines. Effectively counsel students and parents regarding admissions. Work with minimal supervision. Experience: Minimum of five years in management of graduate program / student services, preferably in a health professions program. Previous management/supervisory experience managing professional staff. Demonstrated experience working with university student information system. Education: Bachelor’s degree
Preferred Qualifications
Ability to: Provide effective leadership, training, and supervision. Communicate effectively with administration, staff, students and public through oral and written communications. Project a professional image. Effectively manage projects and deadlines with strong attention to detail. Work with minimal supervision. Other: Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.
Work Schedule
Mon-Fri, 5 days/week, 8 hours/day