00001784 - Admissions and Student Services Functional Analyst

This position provides technical leadership and oversight for essential processes and data systems related to admissions at GRCC. This position is responsible for all student data that begins the student record at GRCC, from application through enrollment. The Functional Analyst maintains and manages the key efforts that support these processes, working closely with the Director of Admissions, Director of Promise Zone, Registrar, Director of High School Partnerships, Coordinator of New Student Orientation, and Associate Dean of Access and First Year Success.. Working under the direction of the Associate Dean of Access and First Year Success and the GRCC Enterprise IT staff, this individual will oversee the set up, testing, and maintenance of the PeopleSoft College Wide Information System for admissions purposes. A primary goal of this position is to ensure accurate and efficient application processing. To accomplish this goal, the Functional Analyst will analyze, identify, and implement process improvements; develop and maintain functional and technical process documentation; and provide training to Admissions customer service staff, as needed. This position is also responsible for providing the Associate Dean of Access and First Year Success and other college administrators with admissions data to drive departmental and institutional decisions, and for use in required reporting functions. As part of the Admissions leadership team, this position participates in the development of departmental plans and IT project requests.

Requisition ID:
Position Number: 00001784
Employee Group:  Professional, Management and Administration
Schedule: 40 hours/52 weeks
Compensation:
Benefits: Full-time Part-time Limited Benefits
Reports to:
Posting Opens:
Posting Closes: 

ESSENTIAL FUNCTIONS 

  • Provide oversight and direction for staff

  • Manage the new student application processes. This includes taking the lead on troubleshooting application issues, including data storage and integration from CRM to PeopleSoft

  • Run all other existing batch processes, including but not limited to matriculation, checklist assignment, service indicator assignment, and term activations

  • Responsible for the maintenance of the admissions application with direct input from the Director of Admissions and Enrollment

  • Lead projects to improve the use of technology and ensure compliance. This includes regular audits of the data system and troubleshooting and correcting any issues that arise

  • Oversee and lead projects to resolve  complex procedural, operational, and technical problems. Work with GRCC IT Enterprise staff, other campus offices, and outside consultants as needed

  • Develop and maintain functional and technical policies and procedure documentation for the Admissions Office

  • Encourage a culture of continuous quality improvement by analyzing current processes, benchmark against other higher education institutions, and identify best practices, which will improve accuracy and efficiency of student application processing

  • Work with Admissions leadership to to define security profiles for Admissions system end users; coordinate the administration of user security with IT

  • Serve as lead for the Perceptive Content imaging system, including queue management and processing levels

  • Admissions and Enrollment technical/functional leader for CWIS 

  • Implement, research, and test Campus Wide Information Systems (CWIS) patches, regulatory releases, and new functionality. Research information to prepare for testing and staff training

  • Manage and process documents utilizing an imaging system to complete application processes

  • Develop and process daily queries for data monitoring to evaluate and ensure data integrity

  • Create and develop additional queries as needed for new processes and programs to ensure processes  are running accurately and efficiently

  • Identify, recommend and implement new technologies and enhancements to existing technologies

  • Oversee outgoing communications and related PeopleSoft 3Cs electronic processes. Develop and update communication as needed to improve communication with students

  • Work in partnership with the Enrollment Management Communication & Data Coordinator on outgoing messages via the CRM and Mongoose

  • Work in partnership with the Coordinator of New Student Orientation on outgoing messages via the CRM and Mongoose 

  • Responsible for the retrieval and loading of all test scores from our testing partners (i.e. CollegeBoard)

  • Provide reports and data as requested by the Director of Admissions and Enrollment

  • Develop and coordinate customized enrollment procedures for GRCC higher education partners, companies, and outside agencies

  • Manage and purge all admission and enrollment related paper files consistent with institutional document retention policies

  • Responsible for developing web page content, as well as updating and maintaining web-based information for Admissions, Enrollment, and Placement Testing

  • Provide support to the Student Services area during peak service times

  • Facilitate communications amongst other staff/departments and the Student Services area

  • Attend professional development conferences, seminars, workshops and webinars to stay abreast of current technology, regulations, trends and best practices in the admissions and enrollment profession

  • Participate and assist behind the scenes support for enrollment events, such as Raider Rally, Fall/Spring Open house, etc.

  • Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position

  • Performs other related duties as assigned

JOB SPECIFICATIONS

Educational Credentials

  • Bachelor’s degree required

Work Experience

  • Experience in higher education roles with demonstrated knowledge of admissions and student services preferred

  • High level technology skills required, including knowledge and experience with web-based applications; specifically: online learning systems such as Blackboard, student portals, and ERP systems such as PeopleSoft and Oracle preferred

  • Proficient and proven record of computer technical skills including, but not limited to,  Microsoft Office Suite, PeopleSoft or other Student Information Systems, Blackboard, and additional software as needed

Skills

  • (List five to six essential skills/competencies required for the position)

Physical Demands

  • Ability to lift a maximum of 30 pounds

  • Ability to sit for prolonged periods of time

Mental Demands

  • Demonstrated ability to maintain positive interpersonal relationships, motivate others and work effectively as a member of a team

  • Must possess good oral and written communication skills; ability to manage a high volume of service requests promptly, courteously and professionally 

  • Demonstrated ability to provide training to large groups (25 or more)

  • Ability to communicate effectively and work cooperatively with a diverse student, college staff and business partner population

  • Ability to plan and work independently and as a team member

  • Demonstrated ability to work in a fast-paced, quickly changing environment

  • Demonstrated focus on continuous improvement

  • Must use good judgment in handling sensitive, confidential, or difficult situations in a pleasant and professional manner

  • Ability to handle multiple priorities & proven organizational skills

  • Ability to work evenings and weekends as needed

Working Conditions

  • GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website

  • Ability to speak Spanish helpful but not necessary

  • Ability to work evenings and weekends as needed

  • Ability to handle frequent interruptions

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