Resources Coordinator

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department

Washington College of Law

Time Type

Full time

Work Modality

Hybrid 01 (On Campus 3-4 Days/Week)

Union

SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description

Summary:

This position works with the Associate Dean of Admissions and Financial Aid, coordinating multiple databases to enable the processing of applications for admission to the JD program. The Coordinator works extensively with the Law School Admissions Council’s UNITE and Ellucian’s Colleague, training all WCL admissions staff on UNITE and acting as the primary communication resource for system testing and troubleshooting data errors. This position manages the uploading, downloading, and correction of data, analyzes that data, conducts complex statistical reports, develops improved office procedures, and researches and implements new technologies.

The Coordinator reconciles data to ensure candidates receive the correct admissions and scholarship decisions. Additionally, this position creates and sends marketing materials behalf of the Office of Admissions, including mass communications and the admissions website. This position is responsible for managing recruitment events attended by admissions staff, including event registration, shipping of materials and data collection. The Coordinator works with incoming students to collect various forms and ensure compliance with ABA accreditation standards. The Coordinator also assists the Counselors, Assistant and Associate Director of Admissions with various duties and responsibilities. The Coordinator is required to multi-task performing their duties and responsibilities under minimal supervision.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Act as Database Administrator for UNITE and ETS Data Manager databases and as Office of Admissions liaison for Colleague.
• Create manuals and train Admissions Staff on all relevant databases. Coordinate with staff from AU Office of Information Technology, WCL Office of Technology, Law School Support Services, and Educational Testing Service to troubleshoot problems and implement improvements to existing processes.
• Counsel applicants individually in person and over the phone during the application process with regard to the following: admissions standards, LSAT or GRE scores, candidate credentials, and the decision-making process.
• Lead information sessions for prospective students visiting campus when Associate Director and Admissions Counselors are unavailable.
• Assist with planning, scheduling, and marketing of admissions events, including tours, information sessions, Admitted Students Events, and Housing Conference.
• Coordinate recruitment events: Maintain verbal and written correspondence with schools and organizations hosting law fairs, graduate school fairs, and other recruitment opportunities during recruitment seasons.
• Complete all event registrations, make payments, and gather shipping information to send the necessary materials to each event.
• Share event info with attending representatives by maintaining shared recruitment folders and calendar events.
• Track recruiting equipment such as banners, iPads, and scanners. Update events in UNITE and on recruitment page of website.
• Market individual events via direct CRS emails and Instagram.
• Manage process for capturing student information at events and send follow-up emails to students after each event.
• Manage ACES, Colleague, and Informer testing for system updates, including regular updates and large-scale migrations.
• Perform all User Acceptance Testing and Validation Testing for the Office of Admissions, and represent the office at all migration-related meetings and events to ensure compliance.
• Be responsible for the daily transfer of data between UNITE and Colleague. Download application and CAS report data from UNITE and import to Colleague.
• Run frequent reports reconciling UNITE and Colleague to ensure the accuracy and completeness of data and to confirm field mapping.
• Report on admissions data for both internal audiences and external agencies. Process Weekly Reports in parallel with Associate Dean of Admissions and Financial Aid using custom-built Excel templates to verify data.
• Report on incoming class data for the ABA Annual Questionnaire, US News and World Report, Princeton Review, NALP Directory of Law Schools, etc.
• Collaborate with the Committee on Admissions to facilitate review process.
• Includes training committee members on use of UNITE for file review, processing weekly charts for use during meetings, and maintaining communication between Office of Admissions and committee members.
• Work with Director to create, edit, and maintain admissions marketing materials and other communications, including web pages, online application, and marketing emails.
• Manage faculty yield project. Includes coordinating with participating faculty, matching admitted students to faculty members, sending emails, tracking responses, and summarizing results.
• Process all mail-merge correspondence to applicants, including decision and scholarship letters and emails.
• Manage student AUID photo and required document collection from incoming students; analyze processes and procedures to streamline and ensure all items are submitted within the required timeframe.
• Manage character and fitness disclosure process to ensure that entering students comply with state bar licensing requirements. Includes updating Character & Fitness documentation, collecting Disclosure Acknowledgment and Agreement Forms, tracking disclosure meetings, and processing disclosure addendums.
• Work with WCL Finance Office and AUWCL Online Store vendor Advanced Online to set up and maintain processes for ordering gifts, and to troubleshoot any problems that arise. Approve individual orders for admitted students. Track items ordered and summarize results.
• Implement future Client Relations Management (CRM) database for the Office of Admissions. Develop data analytic methods, train admissions staff on usage, and ensure accuracy of data in the database.
  
  

Competencies

• Acquiring and Analyzing Information.
• Evaluating and Implementing Ideas.
• Developing Plans.
• Driving Continuous Improvement.
• Prioritizing and Organizing.
• Supporting Coworkers.
• Making Accurate Judgments and Decisions.
• Displaying Creativity.
  
  

Salary Range

• $26.47 - $27.98 per hour.
  
  

Position Type/Expected Hours Of Work

• Full Time.
• 40 hours per week.
  
  

Required Education And Experience

• Bachelor's degree or equivalent education, training and experience.
• 2-4 years of relevant experience.
  
  

Preferred Education And Experience

• 3-5 years of relevant experience.
  
  

Additional Eligibility Qualifications

• Skill using Microsoft Word, Excel and database software.
• Skill using Ellucian’s Colleague and CRM preferred.
  
  

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• American University is an E-Verify employer.
  
  

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email [email protected].

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.