Associate Director, Admission Operations/ Slate Manager

University of Pennsylvania

Philadelphia, PA

ID: 7236373
Posted: April 12, 2024
Application Deadline: Open Until Filled

Job Description

Job Description

Job Responsibilities

Operational Management: Oversee the day-to-day operations of the Slate CRM platform including the maintenance and continuous improvement of the system’s functionality. Provide support of daily operations of Slate in the areas of communication campaigns, event management, reports and dashboards, form development, data uploads, and other routine tasks. Establish processes and protocols to ensure data quality is maintained. Seek opportunities for automation or improvement of current processes resulting in increased efficiency. Ensure data integrity through regular data clean-up of processes and frequent consolidation of records. Oversee completion of annual cycle prep work. Serve as the School’s liaison for the Graduate Admissions Users Groups and the Provost Office. Ensure compliance with the SCOTUS decision of 2023 as well as with university admissions policies and procedures with respect to students’ rights to privacy. Regularly attend Slate webinars and information sessions to ensure best practices and implementing new integrations as they are introduced. Collaborate with Slate Help Desk to resolve complicated technical issues. ​

Reporting: Develop and render official admissions reports and provide ad-hoc data to admissions team, and Senior Leadership, and programs as requested. Responsible for all recruitment, admissions, and enrollment reports and updating reports on an annual basis. Update and maintain the university’s ADIT report, which transfers SP2 admissions/enrollment data to Penn’s data warehouse. Develop and maintain Standard Operating Procedure (SOP’s) for building and updating reports in Slate. Support the processing and admissions teams and their goals by partnering with the IT department to ensure the data integration among CRM (Slate), Student Information System (Banner) and other tools operate effectively. Develop/update Standard Operating Procedures for the reporting function in Slate. ​

Slate Training and Support: Train all users in Slate. This includes meeting with all new users, developing training guides and videos for faculty and staff on how to navigate Slate. Provide functional and technical support to end users with varying roles and levels of technical skills. Enter all users in Slate and assign permissions as per the Associate Dean of Enrollment. Serve as first level support for all CRM related concerns raised by staff, collecting necessary details and triaging the requests for the team. Build and maintain necessary information on users’ dashboards in Slate (i.e., admission criteria, video interview questions, user instructors, and custom reports). Develop/update Standard Operating Procedures (SOP’s) for training and support.

Application Processing: Manage application processing for the school’s five-degree programs. Communicate with applicants regarding their status from submission through matriculation. Evaluate and offer solutions to applicant problems and requests regarding admission through individual case management. Collaborate with program directors of all degree programs regarding program information and the status of applicants. Collaborate with the Financial Aid Office to ensure correct aid amounts are awarded. Confirm that all applicants receive the correct admission decision. Provide centralized oversight and verify enrollment data for all visa applications. Ensure program compliance with visa policies for international accepted students. Attend annual ISSS admissions meetings to navigate changes in the visa process for incoming students and ensure information is disseminated to students and they are supported throughout the visa process. Collaborate with ISSS Representative on a case-by-case basis for students encountering Visa obstacles. Develop/update Standard Operating Procedures (SOP’s) for application processing and compliance with ISSS polices as they pertain to admissions.

Assist as needed with admissions recruitment events on or off-campus. Limited recruitment travel may be required.

Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed.


Bachelor’s degree and 3 to 5 years of experience, or equivalent combination of education and experience, are required; Master’s degree preferred. Strongly prefer 3-4 years’ experience with customer relations management systems, specifically Slate by Technolutions. 2-3 years’ experience configuring, testing, documenting, and supporting a CRM.2-3 years’ experience in higher education in particular recruitment, admissions and enrollment management.