Graduate Student Services Manager

Our Lady of the Lake University Job Posting:
Graduate Student Services Manager

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On the foundation of faith, wisdom and trust in Providence, Our Lady of the Lake University (OLLU) prepares graduates to transform their communities, families and professions. OLLU, founded in 1895 by the Congregation of Divine Providence, is a coeducational comprehensive institution with an enrollment of more than 3,100 students. With its main residential campus in San Antonio and non-traditional programs in San Antonio, Houston, the Rio Grande Valley (La Feria), and online, OLLU has a presence in two of the largest cities in Texas, the border region, and literally around the world.

The University offers more than 30 undergraduate majors and minors, 14 master's programs and three doctoral programs through its College of Arts and Sciences, School of Business and Leadership, and the College of Professional Studies. OLLU offers classes in daytime, evening, weekend and online formats.

Job Description:

Job Summary:

The Graduate Student Services Manager supports the Director of Conversion & Enrollment Operations in overseeing daily application processing to ensure efficient resource utilization and optimal workflow. The position provides continuous support to enrolled graduate students from admission through program completion, proactively identifying and removing administrative barriers to promote a smooth and successful student experience. Manages onboarding, registration, and communication workflows through automated CRM systems.

Collaborates with Retention and Student Success to align graduate persistence strategies. The Graduate Student Services Manager provides timely and accurate processing and maintenance of admissions related data and documents to support the admissions application process. Responsibilities include the daily processing of prospective student applications into the University’s student database, evaluation of official secondary and post-secondary transcripts and applying University admission criteria in processing applicant files.

The role also involves creating, maintaining, and organizing student records through the University's imaging system, customer relationship management system and University administrative computing system. The position supports university enrollment by synchronously updating student records as inquiries and applicants' progress through the admissions lifecycle.

Performance Evaluation Metrics:

• Quality of Work Produced:
  Deliver high-quality work, evident in the number of records completed with all required documentation, ensuring timely application processing.
• Meeting Deadlines Consistently:
  Maintain a strong track record of meeting deadlines, particularly when collaborating with faculty leaders to ensure graduate-related deadlines are met.
• Effectiveness in Collaboration with Colleagues:
  Instrumental in training new Slate users, ensuring they fully understand the processes that keep workflows running smoothly.

Essential Functions:

• Process all graduate/doctoral applications for the San Antonio, Rio Grande Valley, Houston, and Online campuses.
• Assist the CRM Administrator/Operation & Processing Manager with data requests.
• Assist the CRM Administrator/Operations & Processing Manager with training onboarding staff and faculty.
• Creates and updates Slate queries per faculty/staff requests.
• Responsible for data entry and processing applications for admission and/or readmission to graduate and doctoral programs as well as maintaining graduate workflow automations within the Slate database.
• Responsible for updating student information with all admission information changes to include, but not limited to, change of address, start term, name, degree choice, degree conferral information and withdrawal of student applications to the Colleague and Slate database systems.
• Responsible for cross‑referencing various student database reports regarding incomplete applications and confirmations to the University.
• Assists with the processing of all incoming official transcripts to the university and efficiently distributes and disseminates to the…