Associate Director of Enrollment Systems

SUMMARY

Reporting to the Director of Enrollment Management Systems at CalArts, the Associate Director of Enrollment Systems is responsible for the day-to-day operations for overall administration, maintenance, and technical support of the admission CRM system (currently Technolutions Slate) and related systems supporting VCFA enrollment. This position works collaboratively with the VCFA Admissions team and the CalArts Enrollment Systems team to provide overall management of the CRM functionality, including applications, reports, document management, inquiry and prospect management, communication support, event registration management, user training, and system integrations. Beyond daily operations, the Associate Director of Enrollment Systems is also tasked with researching and implementing new features within the CRM and other systems to create best practices for workflows, data collection, and presentation for both internal and external purposes.

This flexible position allows for mostly remote work, with the requirement to attend two nine-day residencies on the CalArts campus annually.

ESSENTIAL JOB FUNCTIONS:

• Manage the day-to-day administration of admission CRM system (currently Technolutions Slate) and serve as a lead user (Slate Captain) for VCFA applications, data and processes

• Perform system configuration, maintenance, enhancement and quality control processes for all online applications from application creation through decision release including annual updates for each start term

• Coordinate the integration and management of Enrollment data systems (Technolutions Slate, Ellucian Colleague & Financial Aid)

• Develop and support CRM integrations for VCFA with vendors and campus partners

• Coordinate data import for all VCFA inquiries, prospects and applicants between internal and external systems

• Support all functions of the admission CRM platform including identifying and implementing new functionality, quality control/testing and training campus constituents

• Maintain and enhance custom online portals for prospects, applicants, accepted and enrolling students

• Ensure the accuracy and integrity of data entered into enrollment systems and Colleague student information systems, including resolving duplicate records across systems in collaboration with the Enrollment Manager for CRM records.

• Create and maintain comprehensive documentation of VCFA systems processes for Enrollment Management

• Serve as a data steward and primary liaison for VCFA to exchange data and coordinate processes with internal VCFA, external vendor and CalArts campus partners (i.e. Financial Aid, Bursar, Controller, Student Services, Information Technology, Registrar, Academic Programs, Operations, and Institutional Research/Effectiveness)

• Troubleshoot systems issues, research solutions and available resources and elevate to manager when necessary

• Be an active member of the Slate community, to include but not limited to: attending the annual Slate Summit conference when it does not conflict with the summer residency, webinars and other professional development opportunities

• Manage admission operational processes in coordination with the Executive Director of Enrollment (VCFA) and CalArts Enrollment Management/Admissions.

• Collaborate with the Enrollment Manager to support communications associated with the admission CRM system including but not limited to incoming student drip campaign message content and mailing lists

SKILLS/ABILITIES:

• Strong analytical skills with problem solving and data management experience

• Ability to manage multiple tasks simultaneously with changing deadlines

• Excellent written and verbal communication skills

• Ability to work independently and as part of a team

• Demonstrated experience working and communicating inclusively within a broadly diverse community of faculty, staff and students

• High degree of comfort with technology and data management/ manipulation

• Strong ability to learn and adapt to new computer systems and technologies

• Working knowledge of Technolutions Slate, Ellucian Colleague, and Tableau preferred

• Familiarity with SQL preferred

EDUCATION:

• Bachelor’s Degree Required

• Master’s Degree or Equivalent Experience Preferred

EXPERIENCE:

• At least four years of experience in Higher Education or Related Field required

• Experience with Slate or other CRM required

• Experience in College or University Admission Office preferred