Associate Director, Admissions & Operations

Additional Information

RESPONSIBILITIES:

ADMISSIONS DATABASE PROCESSING AND COORDINATION

• Independently manages admissions database systems processing (in ACES2, UNITE, etc.) for incoming applications to the J.D. program. 
• Under the supervision of the Director of Admissions and Operations, responsible for ensuring that all materials related to the application process (apps, fee waiver requests, supplemental materials, etc.) are received, processed, evaluated, updated, and communicated with a high degree of accuracy and efficiency. 
• Ensures that the review process runs smoothly, and makes updates to systems, reports, or processes as needed in order to respond to changing demands in a high-stakes, fast-paced office.
• Working with Data Systems Analyst, designs systems and reports that are responsive to the needs of the department, and coordinates responses to internal and external inquiries as appropriate (with guidance from Directors and Dean of Admissions and Financial Aid).
• Ensures reporting accuracy and collaborates on larger-scale projects to improve processing and data visualization.
• Annually, leads a coordinated effort to update the application for J.D. admission, working cross-departmentally with financial aid, student services, graduate division, etc. 
• Shares these updates (with LSAC or other) and oversees any related changes to mapping of responses to database fields, ensuring that existing reports remain functional or are updated. 
• Audits changes to ensure the application is functioning correctly. 
• Reviews and updates the application instructions and website, coordinating with the Directors and Dean of Admissions and Financial Aid to ensure policy changes are accurately reflected.
• Coordinates with others such as Graduate Division, joint-degree programs, financial aid, etc. to push and pull data from our systems and databases to campus systems (e.g., SIS). 
• Makes recommendations for ways this process could be made more efficient, or to ensure greater accuracy.
• Regularly reviews current database and systems processes with consideration of alignment with office policies and key objectives.
• Makes recommendations for revisions to processes based on independent data collection and research, centering the overall enrollment objectives of the office. 
• Considers anticipates policy changes, focusing on whether they will necessitate processing changes, and identifies steps necessary to create optimal alignment.
• Serves as the primary point of contact for outside vendors specific to the admissions process. 
• Evaluates office needs and makes recommendations regarding the acquisition of additional tools necessary or beneficial. 
• In the event this leads to the integration of new systems or technologies, and works closely with IT to coordinate the onboarding of those changes.
• In coordination with the Data Systems Analyst, and under the direction of the Director of Admissions and Operations, works effectively with a wide range or applications and tools such Qualtrics, DocuSign, and Google Forms in order to launch specific admissions-related projects in a timely manner (e.g., Binding Early Decision agreement, GRE/GMAT form, Supplemental Gift Aid application).

COMMUNICATIONS

• Communicates with applicants regarding application completion or status, updates student records in ACES2, UNITE and/or SIS, and audits files for completion and consistency. 
• Plans timetables and identifies benchmarks within the application cycle in order to ensure we are achieving our goals. 
• Identifies issues that may arise and communicates these to the Director of Admissions and Operations and/or Dean of Admissions and Financial Aid.
• Under the supervision of the Director of Admissions and Operations, communicates multiple high-stakes messages, e.g., fee waiver decisions, admissions decisions and related information to applicants.
• Assists with coordination of annual updates to Admitted Students Website, Orientation website, and other related web content.
• Assists with responding to Admissions-related email messages and managing inboxes (admissions@law, admits@law).
• In collaboration with the Director of Admissions and Operations, annually (and as needed) revises the departmental Communications Plan. 
• Identifies benchmarks and key deliverables, and establishes systems to ensure those are met. 
• Communicates proactively both within and outside of the department to ensure the timelines are well understood, including defining the lead time necessary for each facet of the plan.
• Works extensively with the Communications department to project manage the updating and delivery of key print materials, such as the Prospectus, Admit Packet, Experiential Education packet, etc. 
• Works diligently and in partnership with others to ensure accuracy, execution and delivery of materials by critical deadlines. 
• Creates timelines and workflows to plan receipt and distribution of materials.
• Manages all standard departmental communications to applicants and admit (e.g., BED admit letter, RD admit letter) and coordinates annual updates. 
• Sends drafts out for review and changes, and proactively partners with others (Dean of Admission and Financial Aid, Dean of Career Development, Dean of Students, executive assistant to the Dean) to make sure deadlines are met.

OUTREACH & RECRUITMENT

• Using excellent professional judgment, provides substantive information via telephone, email, and in person on law school admissions requirements, application process, planning visits, scheduling appointments, prerequisite courses, school/college programs and curricula, specific financial aid, housing, career opportunities, resources, and additional information. Issue-spots and escalates issues when appropriate.
• As needed, performs recruitment activities, including writing or editing materials, and represents the school/college/department at admissions events and other forums. 
• May plan visits to schools, and schedule and give independent presentations, but primarily works with other team members to ensure collection and collation of meaningful data from such events, such as creating registration systems or tracking attendance, and works to integrate this information into other processes such as file review.
• Under direction and guidance of the Director of Admissions for Outreach and Recruitment, plans, organizes and/or assists with events to enhance recruitment and yield, including individual Admit Visits, mentoring programs, and similar activities. 
• Focuses on creating sustainable systems for greater effectiveness of programs, and coordinates with other team members to track key data points that can assist with yield modeling, etc. that is performed elsewhere in the department. 
• Generates Candidate Referral Search (CRS) queries to share information with desirable candidates.
• Identifies opportunities to streamline processes in incorporating new technology and/or admissions evaluation tools, such as interviews.
• Works collaboratively with DAR to coordinate data exchange with Xinspire or similar alumni-admitted student contact program.
• Processes fee waiver requests and updates fee waiver form (working with IT) as needed. 
• May work with LSAC or campus to create systems that make the application or awarding process more streamlined and automated.
• Under the supervision of the Director of Admissions and Operations, and working collaboratively with the Systems Analyst, supports deployment of surveys and other data collection moments to assist with review of initial gift aid eligibility,With a high degree of accuracy, collects and collates responses to create usable data sets for analysis.
• Generates historical and real-time reports to assist with gift aid review as needed.
• Creates initial gift aid-related communications, including award letters, with an exceptional attention to detail.

FILE REVIEW

• Exercises exceptional professional judgment in reviewing, evaluating, and recommending applicants for admission using established and predefined guidelines. 
• Assesses applicants for motivation, initiative, leadership potential, work/life experience, extracurricular activities, socioeconomic status, and educational/personal hardship. 
• Under the parameters and with the objectives set forth by the Dean of Admissions and Financial Aid, interprets the Faculty Policy Governing Admissions, Application Review Handbook, and other critical guidelines in individual cases using the principles of holistic review.
• Using established guidelines, applying acquired knowledge of college/school/department requirements and applicant pool to assess applicants' overall record and experience for admissions recommendation. 
• Consults with senior level staff when reviewing more complex applications.
• Engages in professional development and training opportunities as needed.
• Performs additional duties within the scope of this classification as assigned.

REQUIRED QUALIFICATIONS

• Thorough knowledge and experience working with a diverse student population.
• Strong skills in analyzing and synthesizing large amounts of data for preparing sound and relevant proposals with ability to interpret policies and procedures to prospective students and the public.
• Strong advising and counseling skills with thorough and comprehensive knowledge of academic programs, including curricula, admissions requirements, and financial aid programs, at colleges / universities; knowledge and familiarity with or ability to quickly learn UC Berkeley and/or law school programs and requirements preferred.
• Ability to establish and maintain cooperative relationships with schools, universities, community organizations, and other institutions.
• Ability to develop recruitment programs, and design effective materials.
• Analytical, critical thinking, problem recognition/avoidance/resolution/problem-solving skills and the ability to deal with ambiguity.
• Ability to understand and easily explain the nature of the law school experience, the academic and other requirements of the field, and the key factors a successful applicant and matriculant should possess.
• Political acumen to establish and maintain cooperative relationships throughout the organization and with schools, universities, community organizations, undergraduate and graduate student and campus organizations, and other institutions. 
• Ability to leverage those relationships to meet key Admissions Office objectives.
• Excellent computer skills with the ability to quickly learn and adapt to new systems and programs.  
• Demonstrated experience and proficiency with Microsoft Word, Excel, and PowerPoint.
• Highly advanced interpersonal and communication skills (both verbal and written), and the ability to employ active listening skills and the ability to develop persuasive and compelling arguments. 
• Ability to provide a high level of customer service and responsiveness.
• Strong ability to work independently and collaboratively as a team member.
• Strong organizational skills with demonstrated ability to prioritize and meet deadlines.
• Strong attention to detail.
• Ability to exercise a high degree of professional judgment and discretion while maintaining a high level of confidentiality.
• Must be able to travel nationally for outreach and recruitment events (up to 10%).
• Demonstrated commitment to and understanding of diversity, equity, inclusion, and belonging (DEIB), and ability to apply and integrate core concepts of DEIB into everyday practice.
• Must be committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included.
• Must demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.
• Experience working with data management systems to generate reports and process data.