About Our Lady of the Lake University:
On a foundation of faith, wisdom and trust in Divine Providence, Our Lady of the Lake University (OLLU) empowers graduates to transform their communities, families, and professions. Founded in 1895 by the Sisters of Divine Providence, OLLU stands as San Antonio's oldest regionally accredited institution of higher learning. A private, Catholic university, it currently enrolls approximately 1,800 students across undergraduate and graduate programs. With its main residential campus in San Antonio and additional locations in Houston and the Rio Grande Valley (La Feria), and online programs, OLLU extends its mission across Texas, the border region, and the nation.
Academic Programs
OLLU offers a rich academic portfolio of more than 30 undergraduate majors and minors, 14 master's programs and three doctoral programs. Courses are delivered through diverse formats to support traditional and non-traditional students alike.
Job Description:
OLLU seeks a detail-oriented, mission-driven Assistant Director of Enrollment CRM Operations to support the Slate CRM and enrollment operations that serve undergraduate, graduate, and online students. Reporting to the Director of Enrollment CRM Operations, the Assistant Director builds and maintains communication plans, queries, and workflows, keeps enrollment data accurate, and makes sure applications move smoothly from submission to decision. The ideal candidate enjoys solving problems, learns systems quickly, and is eager to keep deepening their Slate expertise, taking on more advanced configuration and query work as their skills grow.
Performance Evaluation Metrics:
Data Accuracy: Enrollment data in Slate is accurate, complete, and up to date.
Processing Timeliness: Applications and documents are processed accurately and on time.
Communication Execution: Communication plans are built, tested, and launched accurately and on schedule.
User Support: Slate users receive timely, helpful support, training, and documentation.
Skill Development: Demonstrates steady growth in Slate expertise, including advanced query building and new system functionality.
Essential Functions:
1. Slate Administration
- Build and maintain queries, rules, workflows, forms, portals, reader, and events in Slate.
- Build, test, and launch email, SMS, and print communication plans in partnership with admissions teams, honoring consent and opt-out preferences.
- Lead annual cycle preparation, including reviewing application periods and rounds, populations, rules, forms, communications, reader, and portals ahead of each new cycle.
- Troubleshoot system issues and respond to user requests.
2. Enrollment Operations and Data
- Manage day-to-day application processing and document management, ensuring records are accurate and move through review on time.
- Coordinate admission decision, scholarship, and financial aid notification releases through Slate, portals, and print.
- Run regular data audits, resolve duplicates and errors, and support data feeds between Slate and the student information system.
- Recommend and implement improvements that reduce manual work and errors.
- Protect enrollment data in compliance with FERPA and institutional policy.
3. Reporting Support, Training, and Documentation
- Help admissions teams build and run Slate queries and reports for their day-to-day work.
- Train and support Slate users across the division.
- Create and maintain standard operating procedures and documentation for Slate processes and business practices.
- Hire, train, and supervise the Enrollment Operations Specialist and student workers.
4. Professional Growth
- Stay current on Slate releases, new functionality, and best practices through webinars, user groups, and the Slate community.
- Continue developing advanced Slate skills, including configurable joins and more complex configuration, in partnership with the Director.
Additional Responsibilities:
Other duties as assigned by the Director of Enrollment CRM Operations.
Requirements:
Knowledge, Skills, and Abilities:
- Working knowledge of Slate, including queries, rules, workflows, forms, and communication plans.
- Familiarity with configurable joins, or a strong desire to learn them.
- Strong attention to detail and problem-solving skills.
- Familiarity with SQL is a plus.
- Understanding of admissions operations and the enrollment funnel.
- Working knowledge of FERPA and data privacy practices.
- Strong organizational skills and the ability to manage multiple priorities and deadlines.
- Ability to explain technical information clearly to non-technical users.
- Ability to maintain confidentiality and work collaboratively across departments.
- Curiosity and initiative in learning new systems and functionality.
Education and Experience:
- Bachelor's degree required.
- Minimum of 2 to 3 years of experience in admissions operations, CRM administration, or a related data or systems role, preferably in higher education (required).
- Minimum of 1 year of hands-on Slate experience (required); Slate captain or administrator experience preferred.
- Experience supervising staff or student workers (preferred).
- Availability for occasional evening and weekend work during peak enrollment periods is expected (required).
Additional Information:
Employment with Our Lady of the Lake University is contingent upon the applicant undergoing a background investigation.
OLLU seeks to attract, develop and retain the highest quality faculty, staff and administrators. The University is committed to diversity and strongly encourages applications from women and minorities. EOE
Our Lady of the Lake University uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.
Application Instructions:
Please complete the online Application for Employment and attach a Cover Letter and CV or Resume.
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