Description
SUMMARY
The Admissions Review Coordinator provides critical operational support to application processing, performs quality assurance audits on student enrollment processes to ensure matriculation, and is the primary team member responsible for planning and coordinating auditions and portfolio reviews for all six schools, including all relevant setup and oversight in the Slate CRM system. This position works closely with both the Admissions and Enrollment Management staff, as well as Program Directors and Faculty Review Committees.
ESSENTIAL JOB FUNCTIONS (including, but not limited to):
Application Processing
- Process all admission documents and applications by inputting and/or uploading data into CRM system (Slate)
- Generate and coordinate mailing and email communication of admission status letters and internal distribution of admission information.
- Scan and maintain all admission documents into CRM system (Slate)
- Track and monitor applications and admissions status in collaboration with the Admission team.
- Coordinate the "Intent to Enroll" process, including creating and tracking "Intent to Enroll" forms and deposits, accompanied by the necessary reporting.
- Track students' admission status and maintain correspondence with applicants regarding incomplete files, status, and confirmation letters for enrollment deferrals.
- Collect and input test scores. Receive application fees and submit them to the Accounting Office. Maintain student files and transfer files to the Registrar's Office as scheduled.
- Process admitted students in the systems, perform quality control by verifying official documents; respond to inquiries regarding admission application process and status.
- Input and maintain international student data and ensure compliance with SEVIS regulations; communicate regularly with the Office of International Students.
- Other duties as assigned.
Portfolio Review Management
- Slate portfolio review support: faculty tech support, applicant portfolio tech support.
- Maintain knowledge of each program’s review requirements and procedures.
- Receive, log and process incoming physical and digital portfolios and audition submissions (including updating applicant records).
- Schedule faculty members for portfolio reviews; provide training as needed on how to use the Slate Reader.
- Coordinate and support in-person and online interview days, providing scheduling and logistical support to faculty and other admission staff.
- Maintain the review functionality and bin setup of the application for admission in Slate.
- Prepare, track, and maintain applicant records for review.
- Set-up multiple simultaneous reviews and attend some on-campus reviews.
- Keep clear, detailed and accurate records of review results for applicants and admissions counselors within the application.
- Package and return physical portfolios to prospective students after review.
- Responsible for the upkeep and simple repairs of audio-visual equipment.
- Handle all correspondence and telephone calls regarding reviews and portfolio materials.
- Manage and schedule seasonal portfolio room assistants.
- Other duties as assigned.
Qualifications
SKILLS/ABILITIES:
- Excellent organizational, time management, and follow-up skills.
- Ability to maintain strict confidentiality.
- Strong office skills, including typing, office management, and customer service etiquette.
- Flexible and able to work with a wide variety of personalities.
- Knowledge of contemporary visual and performing arts terminology preferred.
- Ability to work evenings and weekends.
- Ability to lift, carry and shelve items weighing up to 30 pounds.
EDUCATION:
- Bachelor's degree preferred.
EXPERIENCE:
- 1-3 years working in higher education or an arts-organization preferred.
- Experience with Technolutions Slate CRM strongly preferred.
- Experience in MS Office and Google suites preferred.
Application Instructions
This position is available immediately. If you are interested, please follow the link to Interfolio below:
Admissions Review Coordinator ID:99827
Equal Employment Opportunity Statement
California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.
