Admissions Data Management Technician II

The Domestic Admissions-Operations Department at CU Boulder invites applications for as Admissions Data Management Technician II! This role serves as a contributor on the Data Management Team. This role is responsible for assisting in training work study students and temporary staff as needed, material uploads in Slate, OnBase, and CU-SIS and locating missing transcripts, application withdraw/reverse withdrawal and all changes made to the withdrawal process, configurable joins query creation and maintenance, and Grad Parchment error identification and system maintenance. The Tech II works closely with the Data Management Team supervisor to ensure that all processes are up-to-date, and changes are communicated clearly to all Data Management Team staff, work study students and temporary staff, and other admissions teams/campus partners. The primary function of this role is to help create processes and queries to ensure all application materials are labeled and routed properly to inform admissions decisions in a timely and accurate manner. The Tech II is also responsible for identifying problem areas and works on improving older processes in partnership with the supervisor and the Data Management Team.

Serve as Back-up Trainer for the Student Assistants and Temporary Staff:

This role helps to train 7-12 work study students and temporary staff members. As a collaborator in processing transcript uploads in Slate, CU-SIS, and OnBase, this position will help to monitor and assign work to work study students, keeping track of daily transcript loads and answering training questions. Daily tasks include:

• Monitoring Slate batches and assigning them to work study students.
• Running queries to catch capture errors and following up with work study students accordingly.
• Daily communication with the Data Management supervisor and the student assistant supervisor position to ensure all work is being done properly and on time.
• Helping to engage work study students via Teams and email.

Cross-training and Process Updates:

• Updates and trains other Data Management Team members on any changes to document uploads, withdraws, missing transcript protocol, and changes to Slate queries.
• Serves as back-up to all Data Management Team processes as needed.
• As processes change and need to be updated, this position will work closely with the supervisor and other members of the Data Management Team to ensure everyone is made aware of changes.

Customer Service/Education:

Under the guidance of the lead trainer, or supervisor, this position:

• Advises or explains the specific campus rules, standards and procedures, state and federal rules and regulations to various constituents including trainees, staff, faculty, applicants, parents, and other offices on campus.
• Answers questions regarding admissions requirements and documents that come from our dedicated office email accounts, individual work email account, and by telephone on a daily basis.

This position will become familiar with manuals, FERPA regulations, and supervisory staff to determine appropriate responses to questions and unique situations.

Upload and Capture Documents into Slate and OnBase/Locate Missing Transcripts/Grad Parchment Errors:

• Serves as the main point of contact for missing transcript searches. Working closely with the Office Services Team and various transcript vendors, this position is responsible for locating and uploading all missing transcripts to ensure applications are complete for admission review.
• Helps to identify errors in the Grad Parchment account and ensures that all documents are properly routed to the graduate and undergraduate Slate instances. This includes quarterly maintenance meetings with our Parchment representative and the grad team Parchment liaisons.
• Verifies all document information in Slate and OnBase is correct by selecting appropriate data, researching discrepancies using CU-SIS as well as communicating directly with students and counselors when a correct course of action cannot be easily verified and determines when to change existing records prior to releasing documents into OnBase for further processing and archival.
• Verifies information on scanned documents to ensure accurate matching with application images within OnBase Imaging system.
• Researches documents and credentials in OnBase to determine appropriate routing and entry into CU-SIS.
• Matches credentials to existing students in CU-SIS.
• Evaluation of demographic and academic data to verify that it gets reported correctly within the imaging system.
• Makes decisions to resolve data discrepancies in the imaging and CU-SIS systems.

Withdraw and Reverse Withdraw Processing:

• Processes student withdraw requests and communicates with campus partners to ensure a student is withdrawn across the university, also following up with the student where appropriate.
• Reverses the withdraw process when a student decides they would like to change their withdraw status and confirm.
• Working from the Slate withdraw inbox, monitors the student withdraw requests, coding them properly and communicating with campus partners to ensure a student is withdrawn across campus. This requires extensive knowledge of the withdraw process in both Slate and CU-SIS.
• After withdrawing students, follows up with the student to acknowledge that their withdraw request has been processed.
• Withdraw and reverse withdraw email requests will be saved for the entirety of the cycle as a means of record keeping.

Slate Configurable Joins Queries:

Daily Slate queries are run as a means of catching errors and relabeling documents properly to ensure they go to the proper workflow in Slate and OnBase. Configurable joins queries require a specialized knowledge base to create and maintain daily maintenance and updates of the following configurable joins queries: Apps Awaiting Submission, Blank Level of Study, FY with Generic HS and College Transcripts, TR Generic Unofficial Transcripts, Transfer/Post-BACs with Generic Transcripts, Withdraw, and CU Transcript loads. This position:

• Tracks upload errors to help update training for the student assistants.
• Updates IT and the Slate team when documents aren't loading properly.
• Builds new queries within Slate as processes change and the need arises to ensure all data is correct to help inform admissions decisions.

Other Duties as Assigned:

During the cycle, the Data Management Team is required to help with projects from other admissions teams or other departments. Other job responsibilities as required include, but are not limited to:

• Manual creation and updates.
• Mail processing.
• Cross-training.
• Participation in mandatory Admitted Student Day.
• Assigned work group committees and projects that occur throughout the cycle.
• Consolidating records for the Data Integrity Team as needed.
• Assist with EdVisorly verification as available.

This position offers a hybrid work schedule.

• Excellent communication skills.
• Attention to detail.
• Ability to tackle problems independently.
• Good decisions making skills.
• Ability to work collaboratively.
• Excellent interpersonal skills.

• Admissions Higher Ed CRM experience.
• Computer experience.
• Customer service experience.
• Experience in a collegiate admissions office, familiarity with Slate, Campus Solutions, or other CRM, familiarity with OnBase or other document management system.
• Experience training/mentoring student staff.