Data Operations Specialist

JOB SUMMARY

Columbia College is seeking a highly organized detailoriented and techsavvy Data Operations Specialist to join our Office of Admissions. This role is vital to the success of our enrollment operations serving as the central hub for all admissions data processes and official communications. Reporting to the Assistant Director of Admissions the Data Operations Specialist owns the daytoday operations of data entry document processing system maintenance and the distribution of admissions communications.

This is more than a data entry rolethis is about ownership. Youll help ensure a smooth efficient and accurate student experience from the moment they apply. If you thrive on precision problemsolving and building better systems behind the scenes we want to meet you.

ESSENTIAL JOB FUNCTIONS:

• Manages daily data entry into Slate (CRM) and Jenzabar (SIS) ensuring accuracy consistency and timely record updates.
• Processes all incoming mail including transcripts test scores and other documentation; scan upload and index to appropriate student files.
• Owns and manages the printing packaging and mailing of admissions letters and other official communications.
• Maintains communication timelines and ensures materials are sent promptly and accurately to prospective and admitted students.
• Serves as the goto team member for all data entry and communication protocols helping train colleagues and streamline processes.
• Supports CRM management by assisting with system configurations imports form creation and workflow updates in Slate.
• Assists in preparing data reports and running queries to support admissions and enrollment efforts.
• Troubleshoots data and communication issues as they arise; proactively identifies gaps or inefficiencies and implements solutions that improve accuracy speed or consistency.
• Conducts regular data audits to identify and correct errors or inconsistencies across systems.
• Collaborates with other offices (e.g. Financial Aid Registrar) to ensure seamless data sharing and process coordination.
• Upholds FERPA and college data privacy policies in all handling of student records and communications.
• Performs other duties as assigned to support the goals of the admissions team.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Associates degree in data entry administrative support or closely related field; Bachelors degree preferred.
• Two 2 years of experience preferably in higher education working in college admissions or enrollment management.
• Must have a basic understanding of FERPA and a commitment to data privacy standards.
• Prior experience working in a studentfacing or administrative role in higher education preferred.
• Prior experience managing outgoing communications in a professional setting preferred.
• Must be proficient in Microsoft Office Suite utilizing Outlook Word Excel and Microsoft Teams; strong proficiency in Microsoft Excel and general comfort with technology; familiarity with Slate and/or Jenzabar systems preferred.

KNOWLEDGE SKILLS AND ABILITIES:

• Exceptional attention to detail and accuracy.
• Ability to learn new systems quickly and follow detailed workflows.
• Excellent organization and time management skills.
• Strong problemsolving skills with the ability to assess situations identify key issues and develop practical solutions.
• Ability to think critically and adapt to changing priorities or unexpected challenges.
• Ability to work independently and as part of a team.

PHYSICAL DEMANDS:

Requires sedentary work that involves walking standing lifting carrying pushing and pulling some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

WORKING CONDITIONS:

Work environment risks exposure to no known environmental hazards.

EOE M/F/D/V