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Graduate Admissions Operations Officer

Graduate School of Arts & Sciences

Graduate Admissions Operations Officer

  • 533301
  • Morningside
  • Graduate School of Arts & Sciences
  • Full Time
  • Opening on: Jan 20 2023
  • Grade 11
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $65,000 - $72,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Associate Director of Admissions Operations, the Graduate Admissions Officer is responsible for functional areas related to quality assurance, reporting and credential verification. Operating with a discretion and independent judgment, the Graduate Admissions Operations Officer is integral in ensuring the integrity of the Graduate School of Arts and Sciences (GSAS) admissions processes from application through enrollment in GSAS-administered PhD and master’s programs.


Application Verification Management (40%)

  • Manages essential steps in the application verification process for all programs, including analysis and evaluation of submitted supporting documents;
  • Maintains relationships with third-party transcript delivery and evaluation services, and application verification service providers to maintain the integrity of the GSAS application process;
  • Liaises with external reference verification service to ensure adherence to University fraud compliance policies. Responsible for addressing issues of escalation;
  • Creates and verifies new academic institutions within the admissions CRM and institutional database. Responsible for ensuring the integrity of academic institutions database.                                                                                    

Data and Document Management (30%)

  • Ensures integrity of data across systems; conducts data and record reconciliations between the online application system and University/School systems, in cooperation with members of the admissions team and other GSAS departments and external partnerships;
  • Manages data record consolidation processes across student files and academic institutions database; 
  • Expertly assesses domestic and international transcripts, and WES evaluations to ensure consistency between unofficial application documents and final documents submitted after acceptance of an offer of admission;
  • Identifies opportunities for improvement in the collection of data, whether on the online application or through the use of ancillary forms created within the application platform; suggests improvements to system, and works with Admissions team to implement.

Admissions Operations (30%)

  • Creates reports and conducts audits of applications to ensure University admissions standards are being upheld. Works with team members to address any areas of improvement, including the day to day document identification work of Admissions Operations;
  • Develops subject level expertise and effectively resolves inquiries from departmental users concerning Graduate School admissions policies, processes, and procedures, and provide technical support in the use of the Slate application;
  • Serves as a main contact for prospective applicants and admitted students by responding to email and other inquiries on a daily basis;
  • Develops and prepares reports, and provide insights on application processing patterns, making and implementing recommendations for enhancements, including the construction of workflows that create operational efficiency and effectiveness;
  • Designs, creates and delivers training and materials to team members on fraud detection, compliance and document management, working with admissions team members and supervisors to ensure operational aspects of the work are executed to policy standards;
  • Oversees and responsible for the creation of new student records as applicants confirm their intent to enroll, and deletes student records for applicants who initially committed but did not ultimately enroll;
  • Places and removes registration holds related to the application verification process;
  • Conducts periodic verification to ensure accuracy and integrity of student data information ensuring overall accountability for tracking, assessment, and reporting of all admission data;
  • Performs other related duties as assigned.

Minimum Qualifications

  • Bachelor's degree and/or equivalent related experience required;
  • 2 years related experience;
  • Ability to perform off-hour work on occasion.

Preferred Qualifications

  • Experience handling a high volume of applications for multiple, diverse programs;
  • Experience reviewing transcripts from undergraduate and graduate programs;
  • Experience reviewing and/or processing international applications and related materials;
  • Experience with system implementations and/or new system testing.

Other Requirements

  • Background in higher education admissions or field where compliance and adherence to standards are critical;
  • Familiarity with SIS, Slate, or other systems, applications, and software used by the University and the School, or with similar software;
  • Proven track record of identifying and implementing improvements to streamline and/or automate complex processes;
  • Excellent interpersonal, oral, and written communication skills;
  • Exceptional attention to detail, strong organization, and time management skills, and the ability to perform routine and non-routine work with changing priorities;
  • Demonstrated ability to problem-solve and move a project from ideation through to execution;
  • Proven ability to use judgment to make difficult decisions independently, and with a high risk of consequences;
  • Proven ability to work effectively within a collaborative team setting;
  • Ability to handle confidential information in a mature, professional manner;
  • Adaptability and flexibility in working in a fast-paced environment;
  • Proficiency with Microsoft Office applications including Word and Excel required;
  • Ability to work extended hours and weekends during peak application periods.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

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