Admissions Operations Specialist/Recruitment Events Manager

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40082342

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

806743

Approved Date:

4/4/2025 4:38:06 PM

Date Last Edited:

4/4/2025 4:38:03 PM

Last Action Effective Date:

5/22/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW

Division Code:

1141D

Division:

LAW DIV

Department:

025000 - LAW

Position Details

UCPath Position Number:

40082342

Position Description ID

165137

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40041214

Reports to Payroll Title:

ADMISSIONS RECRMT SPEC 4

UCPath Department Head Position Number:

40055185

Department Head Payroll Title:

ADMISSIONS RECRMT MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the general direction of the Assistant Dean for Admissions and the Director of Admissions Operations, the candidate performs a wide variety of administrative support functions for the Office of Admissions in the School of Law. The candidate is primarily responsible for coordinating all in-person and virtual recruitment activities, including registering for events, maintaining an events calendar, shipping materials and coordinating payments with event organizers. The Admissions Operations Specialist/Recruitment Events Manager is also responsible for overseeing the creation and design of virtual recruitment event platforms and coordinating the department's social media efforts. Job functions also include, but are not limited to, utilizing several databases to produce statistical reports, track the receipt of admissions-related materials, update application statuses, and generate decision letters and/or emails to all applicants The candidate is also required to perform general office duties such as answering and routing phone calls, responding to emails and in-person inquiries, reviewing and logging mail correspondence, and ensuring office supply and equipment needs of the department are met. In addition, the candidate will be responsible for assisting with on-campus events and tours, including preparing nametags and other materials, managing RSVP and guest lists, printing documents, and participating in all logistical aspects of the events. The Admissions Operations Specialist/Recruitment Events Manager will also oversee the inventory and storage of all current and historical admission-related publications and will provide administrative and clerical assistance to the Admissions Office staff.

Recruitment/Events Management

1. Manage, plan, organize, and implement approximately 120 virtual and in-person recruitment events per year. Events may include virtual tours, physical tours, welcome weekend, prelaw student organization campus visits, recruitment events, and speaker series.    (E)

2. Scout locations and identify vendors as needed.  (E) 

3. Ensure events run smoothly. Proactively addressing actual and possible issues in a timely manner. Escalating issues as needed.  (E) 

4. Manages all administrative activities associated with the planning, payment and implementing of events. (E) 

5. Manage scheduling, registration, and attendance of law school tours and class visits within the Unite system. (E) 

6. Prepare quarterly budget and planning report of event costs, attendance, admissions yield and logistics; advise Dean of Admissions on process and/or structural improvements for future events. (E) 

40%

Application/Admit Processing

1. Manage the Admission Office’s Application Verification process to ensure all application requirements are met and the receipt of documents are evaluated to ensure completeness. (E)

2. Establish protocols for accurate tracking and monitoring of admissions files. Independently execute these protocols daily. (E)

3. Assess applicant and admit processing procedures for effectiveness. Make recommendations for process improvements. (E) 

4. Maintain accurate and detailed information about incoming applicants and admitted student files. (E)

5. Exercise judgment in reviewing and processing files, using established guidelines, to ensure files are complete. (E)

6. Process deferral requests and prior-year deferral reactivation for admitted students. (E) 

7. Manage and validate data in the Unite System by regularly updating information about application status.  Ensure decisions are accurately reflected and send timely communications to applicants. (E) 

8. Serve as school services representative to the Law School Admissions Council (LSAC) and Educational Testing Service (ETS).

20%

Communications

1. Prepare admissions letters and supplemental publications. (E) 

2. Manage the dissemination of admit welcome packages to new admits. (E) 

3. Create, revise, and disseminate admissions and enrollment-related email correspondence. (E) 

4. Communicate Admissions decisions waitlist & denied applicants. (E)

5. Coordinate interviews for waitlisted students and full-tuition scholarship candidates (E) 8. Update applicable Admissions-related webpages on the law school website. (E)

6. Coordinate the order, intake, storage and internal accounting of all physical publications distributed to prospective and admitted students.

20%

Technical Support

1. Serve as an initial point of contact for operations support including issues with uploading admissions files, issues with Unite System, ETS, MyUCLA and MyLaw portal. (E)

2. Provide Unite and OASIS end-user training and/or access. (E)

3. Attend workshops and training sessions pertaining to the maintenance and system upgrades of the Unite database. (E)

4. Develop and modify computer systems to meet admissions processing goals. (E). 6. Manage the importing of newly generated university IDs and LawNET accounts into the system.

5. Resolve conflicting Student Information System (SIS) issues within OASIS and MyUCLA. 

10%

Administrative Support

1. Provide general office support and administration for the Admissions department. (E) 

2. Respond to inquiries from prospective students as well as serve as a point of contact for students, faculty, staff, and members of the public with questions. Resolve issues as they arise and escalate when needed. (E) 

3. Oversee the inventory and storage of all current and historical admission-related Publications.3.  Proactively develop standard operating procedure documents and references for common functions. (E) 

4. Prepare reports and complete ad-hoc projects for the Director and Assistant Dean of Admissions and serve as backup to Front Desk Coordinator, provide administrative and clerical as needed. (E) 

5. Manage student workers for administrative support during preparation of event tasks. (E)

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and/or equivalent combination of education and experience /training

Required

Demonstrated ability to plan and implement recruitment-related activities and interpret all policies and procedures governing student admissions. 

Required

Working knowledge of the operations of an admissions office of an institution of higher education sufficient to accomplish the duties of the position.

Required

Detailed knowledge of and ability to implement University and law school admissions standards, policies and procedures.

Preferred

Ability to assist students in areas of admissions requirements and application procedures and maintain sensitivity and discretion.

Required

Skill in composing and editing concise, logical and grammatically correct correspondence and procedures.

Required

Experience with completing work in a timely manner when there are changes in workload, pressure of deadlines, and competing requirements, and ability to prioritize assignments when given conflicting priorities and deadlines.

Required

Skill in acting diplomatically with students, faculty, staff and other campus department staff in a high volume, high pressure environment.

Required

Excellent analytical skills and ability to think creatively to solve problems and develop solutions.

Required

Ability to maintain a supportive and constructive attitude to maintain good working relationships and interactions with employees, superiors and campus personnel.

Required

Working knowledge of OneDrive, Microsoft Teams, Canva and social media platforms like Facebook and Instagram.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Available to work on-site as well as weekends and evening as requested.

Required

Ability to use a personal computer, Windows, WordPerfect, Word, and proficiency in the use of Microsoft Office in a windows environment.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E. Young Dr. East. Los Angeles, CA 90095

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.