What are the responsibilities and job description for the Operations and Processing Specialist position at Virginia Commonwealth University?
Unit: Office of Strategic Enrollment Management
Department: Office of Admissions
Duties & Responsibilities
VCU Strategic Enrollment Management and Student Success’ Admissions Operations team is searching for an Operations and Processing Specialist. The Operations and Processing Specialist position serves a multi-functional role for Admissions Operations working with and processing all levels of student information including undergraduate, graduate, and international. The position will be required to manage multiple, targeted projects to address specific needs within the Admissions Operations office as well as provide guidance to a variety of student and staff admissions inquiries. This position will have the resourcefulness to identify options and help to create solutions to address unique situations.
Core Responsibilities
Admissions data management/processing (40%):
Minimum Qualifications
Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.
FLSA Exemption Status: Non-Exempt
Hours per Week: 40
Restricted Position: No
ORP Eligible: No
Flexible Work Arrangement: Hybrid
University Job Title: 10111N - Coordinator AA 1
Posting Closes: 5/31/2026 at 11:55PM
Department: Office of Admissions
Duties & Responsibilities
VCU Strategic Enrollment Management and Student Success’ Admissions Operations team is searching for an Operations and Processing Specialist. The Operations and Processing Specialist position serves a multi-functional role for Admissions Operations working with and processing all levels of student information including undergraduate, graduate, and international. The position will be required to manage multiple, targeted projects to address specific needs within the Admissions Operations office as well as provide guidance to a variety of student and staff admissions inquiries. This position will have the resourcefulness to identify options and help to create solutions to address unique situations.
Core Responsibilities
Admissions data management/processing (40%):
- Works closely with the Assistant Director of Operations, the Associate Director of Operations and others in Admissions Operations Management roles on assignments and projects that require focus and vision of the overall task. Assignments and projects span across all admissions populations and require critical thinking skills as well as an in-depth knowledge of admission policy and procedure as it pertains to each population. Assignments and projects vary, are prioritized as needed throughout the admissions cycle, and may include:
- Using multiple computer programs such (MS Word and Excel and student CRM) simultaneously and completing a number of detailed application-related tasks including but not limited to processing multiple lists/edits/suspends.
- Entering data in the student information system to finalize admission applications.
- Uploading, linking to records, entering data for documents received through various sources both digital and physical. Documents include but are not limited to: high school and college transcripts, in-state tuition forms, reference letters, certificates of admission, immigration documents, response forms, and test scores.
- Entering and updating data from edit lists into multiple software applications ensuring consistency of information.
- Reviews and evaluates high school transcripts to calculate GPA’s and convert to university standard scale.
- Enters updated information into the university student information system within two business days of receipt.
- Performs review of final application credentials, enters data required for finalization of applicant records.
- Serves as the first point of contact for document searches. Engages with appropriate personnel and applicants to resolve questions concerning receipt of documents for undergraduate, graduate, international students and current students.
- Resolves any outstanding searches within 2 business days, escalating to the supervisor if necessary.
- Communicates respectfully to both internal and external customers.
- Adhering to FERPA requirements as it relates to inquiries and responding to questions by observing confidentiality.
- Updates applicant enrollment intentions in a timely manner.
- Engages with customers through email as a result of communication campaigns throughout the enrollment cycle.
- Attends VCU events such as (but not limited to) Open House, Preview Day, Admitted Student Receptions
- Working weekends and overtime as necessary and determined by the Associate Director of Processing and Operations.
- Performs other duties as assigned.
- Hybrid with an on-campus requirement of 40% and 60% remote. This could always change in the future.
Minimum Qualifications
- Must be a active VCU Employee.
- High school diploma or equivalent training and experience.
- Experience in higher education or in a position with extensive data management and public contact experience that is fast paced.
- Significant experience in high-volume administrative operations.
- Demonstrated ability to manage competing priorities and maintain accuracy in a high-volume, customer service focused environment.
- Proficiency with MS Word and Excel.
- Ability to adjust to unexpected changes in assignments, as well as being able to focus on repetitive tasks for long periods of time.
- Ability to apply university, state, and Strategic Enrollment Management policies and procedures in order to ensure the most efficient, timely, and cost-effective delivery of student support services.
- Effectively triage multiple and frequent operations matters in a timely, courteous, and accurate manner.
- Strong verbal and written communication skills. Ability to work independently with limited supervision and as a team.
- Excellent problem-solving and organizational skills.
- Commitment to courteous and timely customer service.
- Must be willing to work overtime and weekends, as necessary.
- Demonstrated experience working in and fostering an environment of respect, professionalism, and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.
- Bachelor’s degree in a related discipline or equivalent combination of education, training, and experience.
- Experience in a university student service area (i.e., admissions, recruitment, financial aid, records and registration).
- Experience using an integrated student information systems database environment.
- Considerable knowledge of university and DSEM administrative processes/procedures, and demonstrated experience using student information systems, CRM systems and Imaging systems (such as Banner, Slate, UniCas, Web Admit, and Perceptive Content – Image Now).
Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.
FLSA Exemption Status: Non-Exempt
Hours per Week: 40
Restricted Position: No
ORP Eligible: No
Flexible Work Arrangement: Hybrid
University Job Title: 10111N - Coordinator AA 1
Posting Closes: 5/31/2026 at 11:55PM
Salary : $42,000