The Assistant Director for Admissions Operations plays an important role within the Law School’s Admissions Team by processing all the incoming applications for the various J.D. programs from their submission to either decision or matriculation, monitoring and providing periodic reports on departmental budget and financial transactions, supporting on-campus recruiting and yield events, and processing travel expense reimbursements for many admitted applicants attending ASD. The candidate should be detail-oriented, possess strong speaking and writing skills, able to manage complicated projects, and analyze data while working in a fast-paced environment. Moreover, they should demonstrate an exemplary work ethic, a strong sense of initiative, discretion, sensitivity, and excellent judgment. The position reports directly to the Associate Department Director of Admissions and collaborates with teammates and other community partners.
Among the nation’s leading law schools, Vanderbilt stands out for its distinguished faculty; highly talented students; collegial and collaborative school culture; graduates’ top-tier employment outcomes; and global alumni network. The J.D. Admissions team consists of six professionals and one support staff. The team recruits, admits, awards, and matriculates students annually into its full-time J.D. program, Transfer, or Visiting programs. Annually, it receives 6000+ applications for Vanderbilt’s highly ranked J.D. program consisting of 169 seats. As part of the J.D. application process, our unique Admission Interview Program includes more than 300 VLS alumni conducting interviews across the United States and internationally. The Admissions Office serves prospective students, the Law School, and the legal profession through its commitment to high standards of professional conduct and ethical behavior; accuracy and candor in providing information to prospective students; adherence to principles of equity and inclusion; respect for confidentiality; and excellent customer service.
Key Functions and Expected Performance:
Application Processing
• Monitors daily receipt of electronic application downloads into Unite and prepare large files consisting of E-apps and CAS reports for upload into Slate.
• Processes and screens applications for completion in Slate cross checking CAS application fields with VLS application responses and entering any data in Slate that did not upload properly.
• Tracks the status of incomplete applications and regularly communicates with applicants regarding application documents.
• Liaises with LSAC or the VU Slate Team concerning J.D. electronic application flow problems and software issues. Recommends and advises on improvements and updates to the law school database platform (Unite) and other software platforms used by the office.
• Sorts applications daily into priority bins in Slate for processing and file reading.
• Distributes files each week within the Slate instance to file readers in accordance with criteria from the Asst Dean of Admissions. Troubleshoots reading issues or concerns.
• Provides Assist Dean of Admissions with Slate queries to manage file review and decisioning.
• Processes J.D. waitlist and deny decisions in Slate. Serve as backup for the Department Director’s function of processing admits and scholarship decision and admitted student mailings.
• Processes Transfer or Visiting applications from receipt to decision including coordinating and providing Office of Student Life and Career Services Offices updates concerning students admitted into either of these two programs.
• Ensures applicant decisions and statuses are accurate within Slate and Unite. Archives all applications in Unite annually.
• Receives and process all character and fitness updates for current applicants, current students, and graduates. Serve as the point of contact for the Office of Student Life to process character and fitness amendments through secure file transfer.
Departmental Budget and Financial Transactions
• Process departmental financial transactions; keep current on University financial procedures and policies through training sessions.
• Handles travel expense reimbursements for approximately 300 visiting admitted applicants annually (non-students/non-employees).
• Vendor and event management for two Admitted Students Programs, each of these events serve approximately 300 people
• Handles the processing of J.D. application fees through Journal Entries.
• Handles any payments to vendors for the department through Oracle J.D. recruiting travel reimbursements for student recruiters
• Orders all supplies and any other items needed for the department using Procurement.
• One Card holder. Monitors charges and maintains One Card documentation.
Recruiting and Student Services
• Addresses admissions inquiries – requires knowledge of all aspects of the law school and mastery of Admissions Office print and electronic resources.
• Edits large prospect files for mailings.
• Assists with Candidate Referral Service prospect queries and mailings
• Assists with Admissions Interview Program interview management and communications as well as provide back-up for the Interview Program in the absence of Director.
• Prepares CRS searches in Unite for recruiting events to be uploaded to Slate. Advertise these events via email in Slate and follow up with fee waiver emails to prospective students.
• Assists with financial aid questions, and student account issues.
• Process all rising 2L scholarship applications and the required materials; and distribute them electronically through secure file sharing to the respective scholarship committee members.
Administrative Duties
• Supports the Dean of Admissions and Associate Department Directors daily, including providing ad hoc reports on a variety of topics, and troubleshooting issues in Slate.
• Prepares correspondence for administrators’ signatures.
• Provides back-up support for the departmental email box.
• Post deposit, monitors the incoming class each year for submission of the following: Dean Certification forms, receipt of their final transcripts, and immunization form status.
• Updates and submit each academic year the electronic application for J.D., Transfer, Early Decision, and Visiting to LSAC. Makes necessary changes during the application year.
• Communicates to the Slate team each academic year any changes to wait list, deny, transfer admit, letters in the Slate system.
Supervisory Relationships:
This position reports to the Associate Department Director of Admissions and assists in directing student employees.
Qualifications
• A Bachelor’s degree is necessary.
• A minimum of 5 years of experience in admissions, student services, the legal field, or relevant industry is necessary.
• Detail-oriented, possess strong speaking and writing skills, able to manage complicated projects, and analyze data.
• Demonstrate an exemplary work ethic, a strong sense of initiative, discretion, sensitivity, and excellent judgment.
• Proficiency using various databases (ACES2/UNITE), CRM platforms, or email marketing software. Advanced knowledge of computer software including Microsoft Office Suite, especially Excel.
• Ability to work independently and under pressure, to function effectively in a team and service-oriented environment. Excellent customer service skills.
• Excellent verbal and written communication skills with strong organizational skills, including high attention to detail. Ability to write and edit communications to the public.
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
