Admissions Coordinator

BLANK AST 3 (004722)

UCPath Position ID: 40948458

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

500318

Approved Date:

8/19/2024 6:15:42 PM

Date Last Edited:

8/19/2024 6:15:39 PM

Last Action Effective Date:

7/21/2022

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:

40948458

Position Description ID

164595

UC Payroll Title:

BLANK AST 3 (004722)

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:

40948458

Reports to Payroll Title:

ADMISSIONS RECRMT SUPV 2

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

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 supervision of the Director of Admissions, incumbent provides administrative support to the School of Law Admissions Office. Candidate answers questions and provides admissions information to the public in person, over phone, and email. Candidate also communicates with Law School and undergraduate campus offices including External Affairs and Housing. Incumbent conducts numerous public relations functions including, campus tours, serves as a liaison between prospective applicants, applicants, new admits and current students for recruitment purposes, assists in creating and posting content for social media accounts including Facebook, Instagram and Twitter,  and assists in executing admissions events such as the Admitted Student Days and Admit Visit Days. Candidate prepares statistical reports and other materials that are essential to the administration of the Admissions Office. Incumbent provides administrative and clerical support to all Admissions Office Staff.

Public Relations/Reception

1. Serve as the initial contact between the Assistant Dean, Director of Admissions and members of the faculty, students, staff, and the general public with particular attention to courtesy and professionalism to service Admissions Office client.(E)   2. Answer and screen incoming calls to the Admissions Office. Determine how each should be handled, provide requested information, and/or take messages or redirect inquiries. (E)  3. Greet visitors (scheduled or unscheduled), provide information and assistance, or refer elsewhere as appropriate, each time ensuring that each person has been helped. (E)  4. Manage email communication sent to Admissions Office by prospective students. Make independent decisions and sound judgment as to when to redirect inquiries to Assistant Dean or Director of Admissions. (E)  5. Coordinate group tours with pre-law student groups and other visiting groups ensuring that requested activities are met. (E)  6. Manage law school tour calendar and tour guide schedule. Schedule all visitors and manage student staff and staff tour guides to ensure they attend all scheduled tour groups. Arrange class visits. Notify professor of class visits. Oversee tour guide training periods and create semester long schedule for guides to follow. (E)

15%

Departmental Support

1. Review and disseminate Admissions Office electronic and paper mail, research information as necessary and assign responsibility. (E)   2. Synthesize and produce statistical reports on applicant and admit data. (E)   3. Compose routine correspondence for the Admissions Office. (E)   4. Develop and maintain comprehensive electronic and hard copy files for the Admissions Office. (E)   5. Maintain the calendars of Administrators in the Admissions Office by scheduling meetings and appointments, speaking engagements, programs and various events, using good judgment as to time and place. (E)   6. All other duties and projects as assigned or approved by the Director of Admissions or Dean of Admissions Operations. (E)

20%

Recruitment Activities

1. Research and propose Admissions Recruitment Program activities. (E)   2. Coordinate ad hoc campus visits for prospective applicants and admits, and arrange campus tours during Admitted Student Days and Admit Visit Days. the Annual Welcome Reception. (E)  3. Administer activities during visits such as tours of UCLA and the surrounding area, and group meals, etc. (E)  4. Disseminate admissions information in a variety of formats including law school tours, meetings, programs, events, and one-on-one and group discussions. (E)  5. Create content for social media accounts including Facebook, Instagram and Twitter. Assists in managing student social media volunteers. (E)  6. Coordinate the office schedule and travel arrangements for Administrators in the Admissions Office such as plane reservations, hotel accommodations, and auto rentals. (E)

30%

Applicant Liaison

1. Communicate with prospective applicants, applicants, admits, rejected applicants, waitlisted applicants, transfers, and non-matriculating students not requiring in-depth counseling from the Director of Admissions or Assistant Dean. (E)  2. Communicate with wait listed students requiring counseling on applicant status. (E)  3. Manage p housing list. Liaise between Housing Department, Assistant Dean and admitted students throughout the application process, troubleshoot any problems admits may experience. Attend yearly housing meeting to discuss implementation of guaranteed housing list and represent the Law School's needs. (E)  4. Liaise with External Affairs, Financial Aid and Student Affairs Offices in the Fall to ensure students write and submit thank you" letters to scholarship donors. (E)  5. Support visiting prospective students with travel and hotel arrangements and accommodations. (E)

35%

•

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

High School Diploma

or equivalent experience

Required

Bachelor's Degree

or equivalent combination of education and professional experience preferred.

Preferred

Prior professional experience in an institution of higher learning

Preferred

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

Required

Demonstrated ability to plan and implement recruitment-related activities.

Required

Demonstrated ability to 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

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

Required

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

Required

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

Required

Demonstrated knowledge of how to access and navigate the  internet. Ability to utilize social media platforms.

Required

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

Required

Skill in using a PC. Proficiency in using Microsoft Office software in a Windows environment. (Word, Excel, Outlook, PowerPoint, etc.)

Required

Ability to make one-on-one and group presentations using appropriate grammar and vocabulary to obtain information, provide training, and explain policies and procedures.

Required

Skill in establishing and maintaining hard copy and electronic files. - Required

Required

Ability to work independently with minimal supervision, using initiative to anticipate needs in areas of responsibility.

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.

Some minimal evening and weekend work

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.