Processing Coordinator, Admissions Office

United States·Newark

Other

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Quick Summary

Key Responsibilities

Provides oversight of outbound and inbound admissions mail operations, supporting approximately 400,000 physical mail pieces annually to prospective and admitted students, secondary schools,

Requirements Summary

High school diploma or GED and four years of relevant experience in admissions, enrollment management, higher education operations,

Technical Tools

Other

Pay Grade: 28N

Context of Job:

Under the general direction of the Assistant Director of Undergraduate Admission Operations, the Processing Coordinator provides leadership and oversight for critical admissions systems, operational workflows, operations coordinators and Misc-wage staff that directly support the recruitment, application processing, and enrollment of undergraduate students. The position exercises independent judgment in managing people, processes, and institutional systems; leads cross-functional and vendor-facing initiatives; and ensures the accuracy, compliance, and timely execution of high-volume admissions operations. Through supervision of staff, coordination of complex data and communication processes, and ownership of operational outcomes, this role plays a central role in advancing the departments strategic and enrollment goals.

Major Responsibilities:

Provides oversight of outbound and inbound admissions mail operations, supporting approximately 400,000 physical mail pieces annually to prospective and admitted students, secondary schools, counselors, and external partner organizations.
Oversees, in collaboration with the Marketing and Communications team, the preparation, assembly, and mailing of admissions packets and communications, including acceptance materials, yield and prospect postcards, and specialized program mailings such as World Scholars and Scholars and Fellows.
Establishes and maintains quality control procedures for admissions mailings to ensure accuracy, completeness, and compliance with institutional standards. Manages inventory control, vendor coordination, production schedules, and mail intake, distribution, and returned mail processing to support operational efficiency and data integrity.
Manages recurring admissions operational cycles, including decision releases, deposit processing, waivers and refunds, outbound communications, and student record management for more than 90,000 inquiries and 40,000 undergraduate applications annually.
Serves as a member of the Undergraduate Admissions Operations and processing teams and acts as a primary liaison with internal partners and external vendors to support operational coordination and timely execution.
Provides day-to-day supervision to student employees and miscellaneous wage staff, including performance oversight, coaching, scheduling, and accountability for work quality and deadlines.
Identifies staffing needs and coordinates training and onboarding to support effective use of institutional systems, including SIS, Slate CRM, and Raptor.
Administers and supports implementation of Slate and Raptor, including workflow configuration, data validation, system integration, and process documentation.
Establishes and maintains data quality standards and oversees the processing, upload, maintenance, and validation of prospective student files and organizational and external partner records across admissions systems.
Partners with campus stakeholders and external vendors to support the onboarding, maintenance, and improvement of Raptor and related systems.
Communicates operational status, risks, and outcomes to internal stakeholders, providing information and recommendations to support service standards and deadlines during high-volume operational periods.
Oversees residency determination workflows, including residency-related communications, review of complex or escalated cases, and participation in monthly residency appeals meetings.
Ensures accurate and timely application of institutional and state residency policies during peak processing periods.
Oversees preparation and coordination of materials for major admissions events, including tracking required quantities by college or program and managing timelines for distribution.
Manages inventory of supplies for the Operations team, including ordering and maintaining detailed inventory of printed and event materials to support recruitment and yield initiatives.
Performs other job-related duties as assigned.

Qualifications:

High school diploma or GED and four years of relevant experience in admissions, enrollment management, higher education operations, or a related field; or an equivalent combination of education and experience.
Experience working with student information systems and/or customer relationship management (CRM) systems.
Experience coordinating high-volume administrative processes and maintaining accurate records and data.
Experience providing training, direction, or day-to-day supervision preferred.
Broad knowledge of University systems, policies and procedures as well as applicable federal and state regulations preferred.
Ability to create and maintain databases, spreadsheets and documents; demonstrated proficiency in intermediate word processing techniques.
Ability to communicate and interact well with people of all ages and diverse backgrounds.

Notice of Non-Discrimination and Equal Opportunity
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VI and VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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