Application Processing Support Admin

Application Processing Support Admin

Scope of the role:
The Application Processing Support position provides comprehensive operational and administrative support for graduate admissions processing. The role is responsible for ensuring the accurate, timely, and compliant review, processing, and maintenance of applicant data and supporting documentation throughout the admissions lifecycle. This position serves as a primary point of contact for prospective students, manages application workflows across multiple client systems, and supports the integrity of admissions decisions through detailed record review, data verification, and adherence to institutional policies and regulatory requirements.

Daily Responsibilities:
Monitor the admissions email account
Perform accurate data entry and maintain or review records across key institutional platforms, including the Student Information System (Banner), CRM (TargetX), and BusinessCAS (CAS).
Coordinate the loading of critical application documents from the CAS and manage the technical processing of all incoming files.
Navigate applicant records, application materials, review queues, checklists, statuses, and related records.
Understand how information moves through an admissions system and how actions taken during application review can affect downstream processes.
Understand appropriate handling of student records, personally identifiable information, and institutional data, including FERPA requirements where applicable.
Review and execute specialized processing workflows and sub-routines tailored to graduate programs and graduate student applications.
Process graduate admissions applications and supporting documentation using Banner, TargetX, and other client systems.
Review transcripts and academic records for completeness, prior enrollment history, and admissions eligibility.
Evaluate and recalculate GPA for transcripts as needed.
Verify English proficiency documentation and international applicant requirements.
Serve as the primary contact for applicants through phone, email, and in-person communication.
Prepare correspondence regarding admissions requirements, credential evaluations, and application status as needed.
Thoroughly review and process applications and supplementary materials in a timely and accurate manner. Examples of work will include following up for missing application materials, reviewing domestic and international high school curriculum, recalculating GPA, and other application related data entry.
Ability to proofread information for conformance with prescribed standards.
Ability to sort and file information.

Required Skills:
3 years of experience with enterprise systems
Experience working with databases in a professional setting

Preferred Skills:
Administrative work experience in higher education
Experience in the following systems Banner, Slate, or PeopleSoft

Education:
Bachelor's degree, or Associate's degree with a minimum of three years of relevant experience.

Additional skills:
Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation.
Ability to use an alphanumeric keyboard.
Ability to perform mathematical calculations.
Ability to follow oral instructions.
Ability to read and understand written materials.
Ability to communicate effectively orally.
Ability to communicate effectively in writing.
Ability to establish and maintain effective working relationships.

Notes:
Role is fully onsite
Additional details: Position will be -30 hours per week, Monday - Thursday from 9:00-5:00. Schedule accommodations can be requested upon starting the role.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status