Admissions Database Specialist

University of Alaska Southeast

Join our team and help support the systems and processes that connect prospective students to their educational goals. The Admissions Database Specialist plays a critical role in maintaining accurate admissions data, supporting CRM operations, and ensuring efficient application processing. This position serves as a key liaison between admissions operations and CRM administration while providing exceptional service to students, staff, and campus partners.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

Position Summary

The Admissions Database Specialist supports admissions technology, data integrity, and application processing functions. This position collaborates with admissions staff, CRM administrators, and university stakeholders to ensure admissions systems and processes operate effectively and efficiently while maintaining compliance with university policies and procedures.

Key Responsibilities

CRM Support and Administration

- Support the day-to-day administration and maintenance of the CRM.
- Monitor system processes and data for proper function, accuracy, and integrity, and identify and communicate issues or discrepancies.
- Assist with routine CRM administration, including user configurations, licences, security roles, fields, record types, validation, campaigns, communications, applicant portals, and other system configurations.
- Provide technical support to CRM users, troubleshoot routine issues, and escalate complex or system-wide issues as appropriate.

Data Management

- Support CRM data imports, data cleanup, and data integrity procedures.
- Monitor incoming data, troubleshoot import and data quality issues, and communicate concerns to appropriate staff.
- Maintain working knowledge of how student data is collected, stored, and used across the CRM and related systems.
- Support accurate and consistent reporting of student activity throughout the enrollment lifecycle.

Cross-Functional Admissions Processing Support

- Serve as a point of coordination between CRM administration and admissions application processing teams.
- Develop and maintain a working knowledge of admissions application procedures, requirements, deadlines, and university policies to effectively communicate system, data, and workflow needs.
- Assist with identifying and resolving issues related to admissions processes, data management, and CRM functionality.
- Maintain cross-training in routine admissions processing functions to provide operational continuity and backup support.
- Process admissions applications and supporting documentation in accordance with established procedures and timelines.
- Update and maintain admissions records with a high degree of accuracy and attention to detail.
- Manage application files and records while ensuring compliance with university policies and record retention requirements.

Collaboration and Customer Service

- Provide backup support to the Admissions Database Coordinator as assigned.
- Collaborate with university departments, University of Alaska CRM administrators, and other stakeholders to support effective CRM utilization, accurate student data management, and continuous process improvements.
- Participate in meetings, committees, and workgroups related to admissions operations, CRM systems, and student services.
- Deliver customer service consistent with Enrollment Management and Student Affairs Quality Service Standards.
- Demonstrate professionalism, respect, empathy, and a commitment to serving students, faculty, staff, and external stakeholders.
- Foster positive working relationships and contribute to a collaborative team environment.

Desired Qualifications

- Experience working with databases, CRM systems, student information systems, or related enterprise applications.
- Strong attention to detail and commitment to data accuracy.
- Ability to interpret policies, procedures, and technical requirements.
- Excellent organizational, communication, and problem-solving skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Proficiency with common office software and database applications.
- Experience in higher education admissions, enrollment management, or student services is preferred.

Why Join Us?

- Support student success through impactful admissions and enrollment work.
- Collaborate with dedicated professionals across the university system.
- Develop expertise in CRM systems, data management, and higher education operations.
- Contribute to continuous improvement efforts that enhance the student experience.

Minimum Qualifications:

Associate's degree in a relevant field (i.e. Information Technology or other related field) and 3 years experience, or an equivalent combination of training and experience.

Relevant experience may include IT support, database work, or other related employment.

Position Details:

This position is located on the University of Alaska Southeast campus in Juneau, Alaska, and flexible on-site/hybrid work arrangements may be considered in accordance with UA regulations. This is a full-time, non-exempt staff position complete with both a competitive salary and https://www.alaska.edu/hr/benefits/support/prospectiveemployees.php. UA provides a generous compensation package that includes retirement options, annual leave, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage. New hires will be placed on the https://www.alaska.edu/hr/benefits/compensation/compensation/salary-schedules.php#:~:text=of%20hours%20worked-,Salary%20Schedules,-Faculty%20Salary%20Schedules, Grade 78, based on education and experience.

We review applications on a rolling basis. Because we may close the posting once a sufficient pool of qualified candidates is established, we encourage early submission. Please note that once a viable pool is identified, further applications may not be reviewed.

The University of Alaska (UA) requires employees to work on-site based on operational and business needs. Hybrid and remote work arrangements may be considered only for positions specifically designated and advertised as eligible for hybrid or remote work. Any approved arrangement will be based on the position's duties, operational needs, and the employee's ability to effectively perform the work remotely.

📃To view the full list of job responsibilities, please click https://docs.google.com/document/d/1Lch2hHeKRnmNnWHntYkewNKl8ij14ayVrux_lGwEr74/edit?usp=sharing.

☎️If you have any questions regarding this position, please contact Mae Delcastillo, Enrollment Management & Student Affairs, Director of Operations/ HR Coordinator, at mailto:uas.emsa@alaska.edu or 907-796-6335.

Located in the ancestral homeland of the Tlingit, Haida, and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact the ADA team at mailto:ua-ada@alaska.edu.

The http://www.alaska.edu/ (https://www.alaska.edu/alaska/index.php) is an Equal Opportunity/Equal Access Employer and Educational Institution. The University is committed to a http://www.alaska.edu/nondiscrimination (http://www.alaska.edu/nondiscrimination) against individuals on the basis of any legally protected status.

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

All employees at the University of Alaska are expected to uphold the highest standards of ethics and professionalism when conducting or engaged in university business.

*Each university within the University of Alaska system publishes an Annual Security and Fire Safety Report which contains information regarding campus safety and security including topics such as: campus law enforcement authority; crime reporting policies; campus alerts (Timely Warnings and Emergency Notifications); fire safety policies and procedures; programs to prevent dating violence, domestic violence, sexual assault and stalking; the procedures the University will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in On-Campus Student Housing Facilities; in Noncampus buildings or property owned or controlled by the University or a recognized student organization; and on public property within, or immediately adjacent to and accessible from, the campus. The report also contains fire statistics for any fires occurring in an On-Campus Student Housing Facility during the three most recent calendar years.

Access to the reports is available at:

UAA: (Addresses Anchorage campus, Aviation Technology Complex, JBER - Elmendorf Extension, JBER - Richardson Extension, Kenai Peninsula College - Kachemak Bay campus, Kenai Peninsula College - Kenai River campus, Kodiak College, Kodiak High School Extension, Matanuska-Susitna College, Prince William Sound College, and Prince William Sound College - Cordova Extension) Online: https://www.uaa.alaska.edu/students/safety. Request a paper copy in person: UAA Police Department Office at Room 114 of Eugene Short Hall on the Anchorage campus / UAA Dean of Students Office at Room 122 of Rasmuson Hall on the Anchorage campus. Request a paper copy by mail: 907-786-1120 or mailto:police@uaa.alaska.edu / 907-786-1214 or mailto:uaa_deanofstudents@alaska.edu.

UAF: (Addresses Fairbanks Campus, Bristol Bay Campus, Chukchi Campus, Community and Technical College, Kasitsna Bay Campus, Seward Marine Center, Tok Campus, Kuskokwim Campus, and Northwest Campus) Online: https://www.uaf.edu/orca/files/ASFSR.pdf. Request a paper copy in person: UAF Office of Rights, Compliance and Accountability on the 3rd Floor of Constitution Hall. Request a paper copy by mail: 907-474-7300 or mailto:uaf-orca@alaska.edu.

UAS: (Addresses the Juneau Auke Bay Campus, Juneau Technical Education Center, Sitka Campus, & Ketchikan Campus) Online: https://uas.alaska.edu/compliance/clery-act/annual-security-reports.html. Request a paper copy in person: Hendrickson Building, Suite 202 on the Juneau campus. Request a paper copy by mail: 907-796-6371 or emailing mailto:uas.orca@alaska.edu.

To apply, please visit: https://apptrkr.com/9942183

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