Data & Communications Coordinator

FLSA Status:                Hourly
Department:              Admissions                                                                               
Classification:   Support Staff
Reports To:                 Director of Financial Planning                            
Prepared By:              Human Resources  
Revised:                       October 15, 2009

Summary

To effectively manage data in conjunction with campus and PC based software solutions to meet the enrollment goals of the institution.

Expectations of Employee

  • Adheres to College Policy and Procedures
  • Acts as a role model within and outside the College
  • Performs duties as workload necessitates
  • Maintains a positive and respectful attitude
  • Communicates regularly with supervisor about Department issues
  • Demonstrates flexible and efficient time management and ability to prioritize workload
  • Consistently reports to work on time prepared to perform duties of position
  • Meets Department productivity standards

Essential Duties and Responsibilities

include the following.  Other duties may be assigned.

  • Extract, import, manage and analyze data via excel, access and other software solutions.
  • Using Hobson's Connect2 and other pertinent software, utilize skills to accurately and quickly load prospect, lead and other data by batch.
  • Independent creation and implementation of data structures (attributes), filters, emails, communication flows, web appearance, etc.
  • Daily data cleansing and documentation.  Ensure all data is appropriate and free of duplication.
  • Design processes and partner with ITS staff to transfer data between CARS and Connect2. Monitor data movement, identify problems and find solutions.
  • Manage all data associated with Recruitment and Admission focused on leads, prospects and communication, including entry, importing, extracting, manipulating, reporting and otherwise using data.
  • Import Exam Score Data (ACT/SAT) into Connect2. Maintain database, train office staff on use
  • Data exchange for third party vendor for Telequalification and Predictive Modeling Projects
  • Compare new data to data existing in Connect2
  • Update existing students, generate communication
  • Add new students, generate communication
  • Extract and Transmit data to vendor for projects
  • Design and implement automated daily downloads of results into Connect2
  • Generate appropriate communication based on downloaded information
  • Connect2/MyGC page
    • Implement web communication strategies with Connect2
    • Update and add content based on student data
    • Maintain and manage letter production and tickler (snail-mail and e-mail) flow
    • Responsible for data import/entry – implement or design appropriate processes
    • Inquiries from High School Visits, College Days, postal replies, etc.
    • Manage new inquiry data via Hobson’s Connect2 MyGC page
  • Lead Data
    • Import and manage lead data from third party vendors
    • Coordinate data and processes with search projects
    • Manage response data files from vendors and generate appropriate communication flow
  • Work with ITS to design processes for transfer of data betweenConnect2 and the campus-wide Jenzabar CARS student information system
  • Assist with other office-wide data related projects and processes, e.g. application processing, documentation of parent information, etc.

Knowledge, Skills & Abilities

To perform this job successfully, an individual must be detail-oriented with ability to multi-task, have ability to exercise discretion and maintain privacy and ability to exhibit patience while working under pressure. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Education and / or Experience –  Associate’s degree (A.A.) in computer technology; or two years related database experience and/or training; or equivalent combination of education and experience. Should have expertise in database management and have the ability to find innovative ways to enhance the college’s data operations. Must be highly organized and able to communicate data work to appropriate staff. Should also be very task-oriented and committed to follow through on work.
  • Communication / Language –  This position requires effective oral and written communication skills, excellent interpersonal skills, analytic and organizational skills and mathematical computational skills; in addition, the job requires knowledge of Microsoft products and an aptitude and ability for learning new computer software. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals, and computer generated data reports.  Ability to write detailed reports and correspondence.  Ability to speak and communicate effectively to groups or individuals using verbal and/or written communication. Sense of humor. Team focus in a dynamic/fun environment.
  • Mathematical –  Ability to calculate figures and compute percentages and averages.  Ability to compute rate, ratio, and percent and to draw and interpret descriptive graphs.
  • Reasoning –  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems requiring analysis and judgmental processes.
  • Certificates, Licenses, Registrations -- None required
  • Computer Literacy / General Office Equipment – Experience with several types of data, including the formats: .csv, .txt, .dbf, .xls and .doc. Excellent process, documentation, and organizational skills. Certification in Microsoft Excel and Access is a plus. The ability to learn and apply (develop as appropriate) new processes and technology quickly and accurately.

 

Physical Demands / Work Environment

  • Regularly
    • Sit
    • Talk or hear
  • Frequently
    • Use hands to finger, handle, or feel
    • Reach with hands and arms
  • Occasionally
    • Stand and walk
    • Stoop, kneel, crouch, crawl
    • Climb or balance
    • Lift and move up to 50 pounds
  • Vision
    • Close vision
  • Noise
    • Moderate
  • Stress
    • Moderate
  • Normal Work Hours
    • Monday – Friday
    • 8:00 a.m. to 5:00 p.m. with an hour for lunch
    • Overtime as needed to meet deadlines