Department: Graduate School Administration Salary/Grade: EXS/6
Reporting to the director of admission and recruitment, this position plays a key role in the development, implementation, interpretation, and administration of The Graduate School’s admission and recruitment processes, policies, and mission. The position will be responsible for effectively administering and managing small and large scale projects and programs, such as credential evaluation services, application fee waivers, recruitment visits, NetID distribution, database management, and staff/faculty system training. The position will have considerable knowledge of graduate recruitment and admission practices and policies. The position is expected to coordinate with central university offices, such as OISS, NUIT, Identity Management, and RO as well as TGS offices, such as Communications, D&I, FIT, and Student Services. The position will represent the office on a variety of administrative affairs and will be a trusted partner in recommending alternative and suggested opportunities to office leadership.
Areas of responsibility:
Serves as the department lead for contact with prospective students (21,000+), applicants (17,000+), faculty (500+) and program staff (100+) with questions regarding graduate education at Northwestern and the application and admission process.
Catalogues and collects the official transcripts for all incoming students (1,200+), creates new student files, processes new student records, and evaluates enrolling student credentials in order to reconcile and report on educational background data. Evaluates the authenticity of academic records to ensure validity as well as the completion of all undergraduate and graduate programs prior to enrolling. Will be content expert for credential evaluation.
Partners with colleagues in TGS, as well as across campus, to ensure a smooth onboarding experience for newly admitted students, including the distribution of NetID information, transcript requirements, and other resources as needed.
Organizes training and provides ongoing support for program staff and faculty on admission technologies and TGS procedures for the application review, decision rendering, and on-boarding process for new students. Develops and conducts one-on-one and group training sessions, reviews, edits and interprets policy guides, “best practice” documentation, procedural instructions, important dates and deadlines, and is the primary point of contact for constituent technical support of admissions technologies.
Develops and maintains communication guidelines and best practice talking points for Northwestern / TGS staff regarding the application and admission process, maintains the accuracy of information available to all constituents on TGS Admissions internal and external sites.
Coordinates all aspects of TGS-wide applicant visits (~30 programs across 4 schools), including coordinating travel and accommodations, monitoring and reconciling expenses, developing recruitment packets, and communication with prospective students and program staff. Designs and distributes visitor participant surveys, gathers data, and assesses results to determine changes to the recruitment visit programming. Organizes and executes any large or small scale events relating to recruitment weekends, including campus tours. Works with vendors to manage contracts.
Equitably and effectively manages all central and one-off application fee waiver programs and corresponding budgets. Analyzes and evaluates program criteria and process on an annual basis. Ensures programming remains current or ahead of peer standards and also works closely with D&I on current qualifications locally and nationally.
Partners closely with D&I and other offices on graduate recruitment strategies. Ensures prospective student initiatives are effectively meeting the needs of all offices involved. Implements best practice guidelines and tracking measures for yielding admitted students from mission targeted backgrounds. Implements and maintains best practice guidelines for program holistic review practices in alignment with local and national strategies. Effectively leads discussion groups/councils with staff and/or faculty to review and enhance TGS processes and policies.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
Professional experience in a university, education, or non-profit setting in a position that focused on admissions, enrollment, and/or recruitment.
2 years program/project administration or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Commitment to providing a high level of service and working in a team environment
High degree of professionalism; Attention to detail
Ability to handle confidential information with utmost discretion
Excellent interpersonal, oral, and written communication skills
Ability to handle multiple tasks simultaneously and under tight deadlines
Ability to be flexible and adjust to the changing priorities of the office
Excellent oral and written communication skills
Project management skills; Strong analytical and organizational skills
Decision-making skills; Analytical and critical thinking skills
Ability to work on multiple projects simultaneously, set priorities, and meet deadlines
Proficiency with Microsoft Office
Ability to work occasional evenings and weekends as needed in support of office events and deadlines.
Successful completion of a master’s level degree from in an accredited college or university
Educational experience in higher education or related field of study
4 years program/project administration or other relevant experience.
2 years of experience in a university, education, or non-profit setting in a position that focused on admissions, enrollment, and/or recruitment.
Graduate admission and recruitment experience in a university administrative role.
Preferred Competencies: (Skills, knowledge, and abilities)
Large scale data and database management
Experience with CollegeNET, PeopleSoft, OnBase, Salesforce
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 39966
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.