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The primary objectives of the Lead Admissions Representative are to:
- Coordinate the work of the Admissions Representatives, ensuring that the team meets service delivery standards and works coherently together to meet collective goals.
- Conduct application review for all off-campus programs (and others at need).
- Manage the submission of applications from internal candidates, sponsors and special programs.
- Collect documentation from applicants and their sponsors to confirm that they have met all conditions of offer by stated deadlines.
- Monitor the smooth progress of applications through the admissions system to the onboarding and student systems.
- Ensure that policy is supported by clear, auditable, fully documented processes.
- Provide training and support to the admissions review team.
The admissions process is a partnership between the Admissions Office and Faculty, and so the Lead Admissions Representative will act as an advocate for the University within the Divisions, and for the Divisions within the University.
Application Review For Off-Campus Programs
- Assess the completeness of applications and their readiness for processing.
- Thoroughly evaluate academic credentials of national and international applicants, including GPA calculations and conversions.
- Monitor the progress of applications relative to the admissions timeline, giving particular attention to those applications flagged as being priority.
- Ensure that records held in the admissions system and associated tools (currently Slate and Asana) concur, reflect current student status, and hold information necessary for relevant officers to take appropriate actions
- Pursue and verify applicants’ English language scores
- Schedule KAUST Interviews with applicants and admissions interviewers as advised by the Head • Process deferrals, transfers and all unresolved applications as needed to close the application cycle.
- Monitor the management of application numbers by faculty against relevant targets and objectives and provide timely advice to colleagues as appropriate.
Applications From Internal Candidates And Nominations From Sponsors and Special Programs
- Ensure that an application route is provided twice a year (Fall and Spring) to internal applicants (ie current MS students) so that they can apply for PhD admission
- Liaise with relevant parties regarding sponsorships and special programs such as KGSP, 3+2 degrees, and off-campus degrees to agreed deadlines.
Confirmation and Onboarding
- Work with admissions reviewers to ensure that any documentation required to fulfill conditions of offer (for example English language test scores, confirmation of sponsorship), or to be released for onboarding (for example degree transcripts and diplomas) are collected and verified
- Liaise with Student Operations to manage the interface between admissions and onboarding, and reconcile numbers
- Resolve cases where confirmation or final admissions requirements have not been fulfilled, liaising with faculty, programs, Student Operations and Office of the Registrar as appropriate
- Promote cross-working between the Admissions and Onboarding teams, with the goal of seamless handover and mutual support to ensure full coverage throughout the year for both services
Process Development and Documentation
- Review process both in-transit and annually to ensure its effectiveness, efficiency and appropriateness, drawing feedback from all stakeholders
- Propose process changes to the Head of Admissions for review and implementation
- Document descriptions, workflows and create RACI matrices to create a full and auditable record of admissions processes
Liaison with Other Parties
- Communicate with applicants throughout the admission process, providing high quality customer service.
- Communicate timelines, deadlines and admissions policies to faculty, and actively follow up to resolve or re-direct academic, process and systems queries.
- Collaborate with other Admissions Representatives to share good practice and maintain consistency of approach.
- Liaise with the wider Admissions Office to share relevant information and assist with projects or cases.
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- An understanding of international higher education (desirable).
- Ability to quickly absorb and articulate information relevant to the mission of ASR and the University.
- Strong and persuasive communication skills, both in person and in writing (essential).
- Ability to empathize and engage with culturally-diverse stakeholders both internal and external to the University, and develop initiatives accordingly (essential).
- Excellent organizational and time management skills, with an ability to plan ahead and deliver under pressure (essential).
- Ability to work both independently and as a team member, giving and gaining support for the work of the Admissions Office and the wider university (essential).
- Creative approach to problem solving and delivering effective engagement (essential).
- Ability to plan and develop contingencies around different scenarios; attention to detail (essential).
- Customer-service oriented ethic and approach in working with faculty, students and staff (essential).
- Knowledge of foreign education systems (desirable).
- Self-driven to learn new skills and acquire the essential knowledge to support university operations (essential).
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