The Office of Admissions at West Virginia University is seeking applications for an Admissions Specialist. The incumbent will be responsible for the scanning and indexing into BDM all admission materials related to thousands of applicants who are applying for admission to WVU. This involves sorting the materials, scanning them into BDM in batches and then indexing the student's material to the student's Banner record. The incumbent will also support various internal units and students with scanning/indexing questions concerning applications to WVU. Including issues from each of the Admissions units - freshman, transfer, international, and health sciences.
In order to be successful in this position, the ideal candidate will:
Work cross functionally with various WVU colleges, offices, and students with scanning/indexing questions concerning applications to WVU. Including issues from graduate, law, and extended learning.
Coordinate the download of transcripts from Parchment into BDM for indexing.
Research and respond to inquiry regarding parchment transcript status that are not in the checklist.
Organize paper student records in filing system. Responsible for confidentiality by directing the shredding of paper student records per WVU document retention policy.
Enter and verify application data into the Banner system, as necessary, using Workflow procedure. Including 500 to 1000 applications daily during peak times. This involves conducting a thorough search of the database to locate potential duplication of students. Judgment must be used to determine if duplicates exist. Maintains applicant database.
Work cross functionally with the IT department to resolve duplicates by merging and hand keying duplicate data, using various Banner forms, of students who have multiple records. Run BANPROD program to correct duplicate errors.
Process application data for Hobsons or TargetX graduate students into Banner. Includes entering the application to Banner, entering the Banner student ID in the Hobsons or TargetX system, creating a PDF of the application, and moving the PDF to a folder to be indexed in BDM.
Process application data for various types of International, HSC, and Law School apps. Download pdf file to BDM and index to student file.
Utilize Axiom for TargetX application integration to Banner processing. Axiom is the integration tool utilized to move TargetX application data to Banner including person, application, enrollment history, and relationship data. The Axiom process currently processes TargetX undergraduate applications for all campuses.
Evaluate freshman applications, computes grade point averages from high school transcripts not using the 4-point grading scale, checks ACT and/or SAT scores and core course requirements from student's admission application to determine whether or not the student is eligible for admission to WVU. Also determines residency status of student. Activates student Admitted Student plan. Investigates and researches student file to determine if information is correct in the system.
Utilize Workflow in processing large volumes of incoming Freshman and, ACCESS student applications.
Access and utilize multiple forms in the Banner/STAR system to verify student's current status in the system. Once verified, numerous data items are entered on multiple forms. Such items include high school and/or college information, test scores, and documents received. Reviews application and information on the system to determine student residency and admit type. Once these decisions have been made, the data is entered into the system. Reviews and updates the student checklist, determines missing information and completes & verifies request letters.
Enter transfer credit into Banner system. Enters recruiting cards into system. Enters TOEFL scores and other admissions data into system. Corrects errors and verifies information. Proofs the updates to all admissions application forms for accuracy and ease of data entry.
Assist other admissions units during peak times, including calling prospective students from the WVU call center.
Perform other duties as assigned.
Pay Grade: 13
Associate degree; or an equivalent combination of education and experience.
One (1) year of data entry experience in a relational database environment.
One (1) year of scanning experience preferred.
One (1) year experience with an on-line student information system, preferably Ellucian Banner.
Ability to work effectively in a team environment.
Exceptional organizational and independent work skills.
Demonstrated analytical and problem-solving skills necessary to resolve complex situations.
Ability to set priorities as requests are received.
Ability to read and understand procedures.
Knowledge West Virginia University's admission policies and procedures.
Ability to learn quickly, work with minimum supervision, and be detail oriented.
High-energy and adaptability.
Ability to make quick decisions and have flexibility to deal with unforeseen changes.
Ability to multi-task, determine relative importance of each task and complete projects in a timely manner.
Demonstrated ability to practice and maintain confidentiality.
West Virginia University