Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1.0
Location: Thousand Oaks
University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.
Basic Function:
Reporting to the Dean of Undergraduate Admission and working in coordination with the Assistant Director of Admission Systems and Operations, the Operations Coordinator supports the systems, data, and operational processes that advance the work of the Office of Undergraduate Admission. This position assists with the maintenance and enhancement of Slate CRM, supports data integrations with the University's student information system, and coordinates application processing workflows to ensure accuracy, efficiency, and operational continuity.
The Operations Coordinator also supports the collection, processing, and maintenance of Undergraduate Admission data. This individual ensures the integrity and effective use of information across admissions operation in accordance with policies, procedures, and standards established by the Office of Business Intelligence and the Undergraduate Admission leadership team.
In addition, this individual will be cross-trained to support systems and operational functions within the Office of Graduate and Professionals Admission on an as-needed basis. While the primary focus of this role is Undergraduate Admission, occasional support may be provided to Graduate and Professionals Admission during periods of staffing transitions, increased workload, or other operational needs, helping to ensure continuity across enrollment management operations.
Representative Duties:
Supports the coordination, monitoring, and troubleshooting of data integration between Colleague SIS and Slate CRM; reviews data transfer for accuracy, integrity, and completeness and escalates issues to the Assistant Director of Admission Systems and Operations, Office of Business Intelligence, ITS, or other appropriate offices as needed.
Prepares and maintains a variety of records and reports; provides and generates statistical research, information, and reports.
Coordinates day-to-day Undergraduate Admission operations activities, including assigned staff projects, student file maintenance, document storage, application processing workflows, and related operational tasks.
Monitors and reviews data entry work of student employees for accuracy, quality, and consistency.
Recommends improvements to Slate CRM, Colleague SIS, related data platforms, integrations, and custom functionality to support Undergraduate Admission objectives; assists the Assistant Director of Admission Systems and Operations with feature evaluation, testing, implementation, and user adoption.
Diagnose system processing and integration problems affecting operations and reporting; resolves issues within assigned authority and escalates complex problems as appropriate.
Creates simple and medium-complex queries and reports as requested utilizing CRM platforms and ability to leverage partner databases using SQL stored procedures.
Assists in requests from other campus offices when requested to supply UG Admission-related reports, surveys, and data.
Identifies data integrity issues and improvement needs; recommends solutions and coordinate execution of data, cleanup/enhancement processes.
Collaborates in the technological advancement of Undergraduate Admission including creating efficiencies in file workflow and storage, automation, and application processing.
Develops and maintains procedure documentation pertaining to Slate, and other department related systems, for counselors and operations staff.
Represents the Undergraduate Admission office at meetings and campus user groups regarding student management systems, including the Administrative Systems UserGroup, Slate User group and other related systems areas.
Processes traditional undergraduate student applications for First Year, Transfer and, ensuring integrity of all student data provided through student applications, transcripts, test scores, financial documents, and other student record information; manage submission of enrollment and housing deposits of enrolling students; contact families, when requested, to verify information.
Inputs and imports new student information from various inquiry sources (web, student search, college fairs) and admission application materials; import test score reports and check for accuracy and duplicated records; code contact information into the admission database; maintains student records.
Participates in various admission-related events, outreach projects and recruitment activities.
Provides quality control and data accuracy prior to any mailings.
Provides training and support to Undergraduate Admission staff and end users on proper use of Slate CRM, Colleague SIS, reporting tools, and relevant admission operations procedures, in coordination with the Assistant Director of Admission Systems and Operations.
Assists end-users with key platforms (Slate, Colleague) and report data data retrieval issues, problems, troubleshooting, etc.
Serves as a liaison between UG Admission and Office of Business Intelligence to enhance Slate And reporting (i.e. Power BI) functionality.
Provide front office support as needed, such as answering phones and greeting visitors, scheduling a variety of activities including campus tours, counselor appointments, and admission event registration; responds to email correspondence.
Knowledge Of:
Microsoft Office, including advanced data manipulation features of Word and Excel
Modern office practices, procedures and equipment
Operation of a variety of office equipment, such as computers and related software, printers, faxes and copy machines
Interpersonal and customer service skills using tact, patience and courtesy
Oral and written communication skills; correct English usage, grammar, spelling, punctuation and vocabulary
Telephone techniques and etiquette.
Working knowledge of enterprise and relational database systems
Query language of Slate CRM or similar system
Solid understanding and proficiency of SQL
Automated administrative systems, including but not limited to a PC-based computer, Slate, Ellucian Colleague
Technical aspects of college enrollment processes and practices
Laws, rules and regulations related to assigned activities, including Family Educational Rights and Privacy Act (FERPA), General Data Protection Regulation (GDPR), as well as University mission, goals, objectives and policies
Data Security best practices
EU General Data Protection Regulation
Statistics and statistical methods
Systems and data manipulation and analysis
Critical-thinking and problem-solving skills
Ability To:
Assemble, organize and prepare data for reports and analysis
Understand and resolve issues, complaints and problems
Investigate and resolve system-related technical problems and issues
Perform data entry with minimal error rate
Operate a computer terminal to enter data, maintain records and generate reports
Support and participate in the implementation of new software applications, modules and
functionality
Work with and protect confidential information and exercise judgment with sensitive data
Provide operational/administrative support services for the Office of Admission
Communicate effectively both orally and in writing
Learn University mission, goals, and objectives
Learn, interpret, apply and explain rules, regulations, policies and procedures
Understand and follow oral and written directions
Organize and coordinate multiple concurrent tasks
Work independently on short to medium-term tasks as well as collaborate with small groups
Establish and maintain cooperative and effective working relationships with others
Coordinate tasks to address relevant technical issues and implement derived solutions as
requested
Provide query and report generation support to Undergraduate Admission staff
Be an active member of a cohesive team
Minimum Qualifications:
Any combination equivalent to: A Bachelor's degree from an accredited college or university and demonstrated two years of experience in an admission setting of increasing variety, complexity, and responsibility within systems and operations management and/or oversight.
Preferred Qualifications:
Masters Degree
Licenses and Other Requirements:
Position may require ability to work some evenings and weekends.
Physical Abilities:
Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files
Working Environment:
Office environment.
Constant interruptions.
Hiring Range $24-$29
Posting Number: Staff005412022
Open Date: 07/14/2026
Close Date: 07/28/2026
Application Procedure/Special Instructions
To apply, visit https://careers.callutheran.edu/postings/13401
California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes.
Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.
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