POSITION OBJECTIVE
Working independently and as part of a highly collaborative team, the Admissions Operations and Records Coordinator performs complex clerical and data-processing duties to support the operational needs of Undergraduate Admission and the University Financial Aid Office. This position is responsible for maintaining accurate, complete, and timely applicant and student records within Slate, the Undergraduate Admission system, and the PeopleSoft Student Information System (SIS), ensuring institutional data integrity and compliance with Case Western Reserve University policies and procedures. This position directly supports the university¿s enrollment and financial aid awarding processes by ensuring that application materials, transcripts, test scores, and biographical data are correctly received, reviewed, processed, and resolved.
ESSENTIAL FUNCTIONS
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Process and validate admissions-related records between Slate and the Student Information System (SIS), including Slate¿to¿SIS admission files and the return loading of institutional identifiers from SIS back into Slate. Sole responsibility for processing this data for over 41,000 applicants as of the Fall 2026 term. Perform required data quality checks as part of the undergraduate SIS load process, identifying and correcting errors or improperly formatted data. Monitor data integrity issues that impact downstream processes for undergraduate admission and the university financial aid office, including eligibility, packaging, and communication workflows. Map academic majors and related data fields in Slate to ensure accurate transmission to SIS and consistency across admissions and financial aid systems. Consolidate applicant records in Slate to maintain a single, accurate institutional record in accordance with university standards. Research and resolve unmatched or unassigned documents by reviewing Slate records, verifying applicant information, and assigning materials to the appropriate record. Review and evaluate transcript types and apply appropriate document classifications. Exercise judgment when determining whether documents meet admissions and financial aid requirements while ensuring receipt statuses remain accurate. Identify and resolve transcript exceptions, including early submissions, misclassified documents, and missing required materials. (40%)
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Process all Memo of Assistance (MOA) forms for all graduate students seeking institutional or federal aid at the university (over 6,000) in the university financial aid system, PowerFAIDS. Adhere to strict deadlines for tuition due dates and work closely with over 120 graduate department contacts across the university to ensure the timely and accurate submission of these forms for the students. The review and data entry function requires the analysis of information that may be necessary to resolve discrepancies and correct erroneous submissions. Maintain a strong working relationship with all graduate departments to assist them with the process. (30%)
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Monitor applicant files for missing or incomplete materials, including Secondary School Reports, teacher evaluations, counselor recommendations, and standardized test scores. Determine when alternative documentation satisfies requirements and apply updates or waivers in accordance with established admissions guidelines. Communicate unresolved or complex cases to appropriate internal partners, including undergraduate admission and the university financial aid office, to ensure timely resolution. Identify missing College Entrance Examination Board (CEEB) school codes for new records in the admission system and create those codes when necessary. Process Case Western Reserve University financial aid form submissions -an institutional form requested for all undergraduate and graduate students seeking need-based aid. (15%)
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Respond to internal admissions and financial aid communications regarding updates to biographical data, citizenship status, academic interests, and other applicant changes. Work collaboratively with admissions counselors, operations staff, and financial aid colleagues to ensure accurate and consistent applicant records. Maintain ongoing contact with colleagues to resolve issues efficiently and support shared team goals. Lead and support junior clerical staff in day¿to¿day operational activities as needed. (10%)
NONESSENTIAL FUNCTIONS
1. Assist with special admissions or financial aid projects as assigned. (3%)
2. Provide backup support for general office operations during peak processing periods. (2%)
CONTACTS
Department: Daily contact with Undergraduate Admission and Financial Aid staff to exchange information, resolve data discrepancies, and support processing activities.
University: Regular contact with campus partners, including the Registrar and Enrollment Management, to ensure accurate record¿keeping and compliance.
External: Occasional contact with vendors and third¿party service providers to exchange information and resolve document or data issues.
Students: Regular contact with applicants and students to exchange information related to missing or corrected application materials.
SUPERVISORY RESPONSIBILITIES
This position does not have direct supervisory responsibility for staff employees. May lead junior clerical staff in day¿to¿day work activities and provide functional guidance as needed.
QUALIFICATIONS
Experience: 5 years of related experience in admissions operations, records management, financial aid processing, or a comparable administrative environment requiring independent judgment and attention to detail.
Education: High school education required. Some college or business training preferred.
REQUIRED SKILLS
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A high level of attention to detail, a strong work ethic, and the ability to work effectively within a team environment¿while remaining attentive and responsive to the needs of colleagues and campus partners.
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Demonstrated ability to perform detailed, accurate work involving complex data and multiple systems.
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Exceptional attention to detail and commitment to data integrity.
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Strong work ethic with the ability to manage competing priorities and meet deadlines.
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Proven ability to work effectively in a team¿based environment and maintain positive, professional relationships with colleagues across departments.
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Ability to remain highly attentive and responsive to the needs of undergraduate admission, the university financial aid office, and other campus partners.
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Ability to follow established procedures while exercising sound judgment in resolving exceptions.
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Effective written and verbal communication skills.
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Ability to meet consistent attendance requirements.
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Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
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Ability to interact with colleagues, supervisors, and customers face to face.
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Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
WORKING CONDITIONS
General office environment. Work is performed primarily indoors and requires extensive use of a computer, keyboard, and mouse. The position involves repetitive motion related to data entry and document review. Occasional overtime may be required during peak admissions and financial aid processing periods.
This position is eligible for hybrid work arrangement up to six remote days per month at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period, and signing the remote work checklist certification form.
