Portland Community College | Portland, Oregon

Admissions Operations Manager

• Title: Admissions Operations Manager
• Category: Management
• FLSA: Exempt
• Grade: K

Job Summary

Under the direction of management, manages the day-to-day admissions operations functions of district-wide Admission and Recruitment department. Recommends, plans and manages the implementation of operation strategies as related to the admissions application process. Uses and maintains the admissions CRM and oversees the handling/processing of student documents. Works across various teams in the College to ensure compliance with other college-related systems and policies. Interprets and provides critical analysis to inquiries from college departments, educational institutions, the community, and/or external agencies and supervises administrative services support staff. Researches and resolves complex student and technical issues related to the admissions process.

Distinguishing Characteristics

The Admissions Operations Manager recommends and carries out admissions operations tasks with a focus on facilitating the admission and enrollment of students in the College.

Typical Duties and Responsibilities

1. Works with Admissions and Applications Support teams to manage activities related to the implementation, maintenance, and use of the Admissions CRM (including the handling and processing of student admissions documents). Activities to include, but are not limited to: collaboration in the building of various admissions applications, processing applications and completing fraud checks, the development of student admissions portals, and building dashboards and reports on student admissions data.
2. In collaboration with management, plans, develops, recommends, organizes, manages, and administers the operational procedures pertaining to the admission of all students including new, transfer, former, continuing, credit and non-credit students. Serves as liaison to PCC departments.
3. Supervises admissions administrative/operations support staff. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
4. Determines residency status of admission applicants and adjusts applicable tables in Banner.
5. At the request of the Director or other college leadership, collects and analyzes a variety of complex data and information regarding admission, registration, online processes, telephone helpline, and direct services. Summarizes findings in applicable reports or other communication mediums.
6. Functions as the admissions CRM gatekeeper, along with other CRM “Captains,” by approving requests for new accounts, special access and removing inactive accounts. Researches and diagnoses issues from a “systems” perspective and suggests strategies to resolve admissions and registration system and procedural problems. Coordinates system related efforts with the IT and web department as appropriate.
7. Collaborates with staff, faculty, administrators and internal departments to research and resolve application processing issues. Presents admission information to a variety of audiences.
8. Monitors compliance with government regulations; ensures that FERPA and Gramm, Leach & Bliley standards are adhered to with regard to admission, student payment and related student records. Oversees the retention, security and confidentiality of student records.
9. Collaborates with admissions, web, and marketing teams to update the admission website; related email accounts as well as the admission area of the admissions student portal. Develops forms that are utilized by students and staff for admission purposes.
10. Participates in a variety of meetings, committees, task forces, and/or other related groups to communicate information and facilitate continuous improvement of programs and services.
11. >Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Work Environment and Physical Requirements

Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.

Minimum Qualifications

Bachelor’s degree in Social Sciences, Communication, or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Three years of progressively responsible, professional level experience in higher education student services or admissions, including two years of supervisory experience and one year of Admissions Operations experience.

Knowledge, Skills, and Abilities

Knowledge of:

• Admissions CRMs and student information systems;
• Higher Education and student services;
• Advanced principles and practices in the area of college admissions, dual enrollment, registration and payment requirements;
• Supervisory principles;
• Applicable Federal, State, and local laws, rules, regulations, codes and/or statutes;
• Analytical methods and techniques;
• Needs assessment methods;
• Strategic planning principles;
• Project management principles and practices;
• Systems building and integration principles.

Skills in:

• Supervising subordinate staff;
• Interpreting and applying applicable laws, rules and regulations;
• Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and making recommendations in support of goals;
• Compiling and analyzing data and preparing a variety of reports;
• Speaking in public;
• Developing strategic plans;
• Ensuring compliance with applicable internal and external program requirements;
• Maintaining confidentiality;
• Analyzing processes and making recommendations for improvement;
• Researching, analyzing and applying relevant information to the development of departmental processes and procedures;
• Coordinating activities with other internal departments and/or external agencies;
• Preparing a variety of reports related to operational activities, including statistical analysis;
• Working with diverse academic, cultural and ethnic backgrounds of community college students and staff.

Ability to:

• Interpret, analyze and evaluate complex problems to successfully recognize and define solutions;
• Utilizing computer technology used for communication, data gathering and reporting;
• Communicating effectively through oral and written mediums.

New: 5/2023

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.