Job no: 496130
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Professional
The University of West Florida is an Equal Opportunity/Access/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 850.474.2694 (voice) or 850.857.6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law.
Please review job requirements carefully. Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu. For assistance contact UWF Human Resources at 850.474.2694 or jobs@uwf.edu.

• 50% - This position coordinates all phases of the graduate admission process, overseeing administrative tasks related to the evaluation and processing of applications. It includes managing the initial establishment and ongoing maintenance of graduate admission files, while working collaboratively with academic departments to incorporate faculty recommendations into final admission decisions. The role requires regular communication with graduate applicants, admitted students, and faculty via phone, email, and other channels to share information and address concerns. The incumbent is responsible for reviewing residency documentation and making initial determinations in accordance with Florida Statutes, BOG Regulations, and University policies, as well as evaluating academic and legal misconduct responses and referring cases to the Dean of Students office for judicial review when appropriate. The position maintains and distributes applicant- and student-related documents and forms, and uses customer relationship management tools (i.e., Slate) to support daily operations. The incumbent also provides informed guidance to prospective students, applicants, current students, faculty, staff, and University leaders on institutional and state policies related to graduate admissions. All work must be performed in strict adherence to the Family Educational Rights and Privacy Act (FERPA), with a strong commitment to data integrity and the prevention of unauthorized disclosures, particularly when student privacy codes are present and identification is required to release information. - (Essential)
• 30% - This position also oversees the coordination, storage, and management of graduate student records in alignment with policies that support the efficient and secure handling of student data. The incumbent is responsible for maintaining the electronic filing system related to graduate admissions and ensuring the accurate imaging of all relevant documents. This includes the development and implementation of record retention and disposal practices, such as securely discarding files for students who did not enroll and disposing of hard copy documents once scanned. The role also involves training University staff, particularly graduate department faculty and personnel, in the use of the imaging system and supporting the development of compliant filing systems. In addition, the incumbent leads efforts to design, maintain, and update Banner workflow processes as they relate to graduate admissions and document management. Close collaboration with ITS and other campus partners is essential to ensure records management systems are maintained in accordance with relevant policies and regulations. A high level of security and confidentiality is required to ensure appropriate access is granted only to authorized personnel, and that all data is managed in compliance with institutional, state, and federal guidelines. - (Essential)
• 6% - This position is also responsible, with support from University Admissions leadership, for the development, coordination, and maintenance of reporting functions related to graduate admissions. The incumbent utilizes Slate, Tableau and other reporting tools to monitor applicant and admit trends, identify and reconcile discrepancies, and support data-informed decision-making across graduate recruitment and admissions. Responsibilities include developing predictive modeling reports, conducting trend analysis, and providing detailed reporting on funnel progression and conversion rates for graduate prospects, inquiries, applicants, and enrolled students at both the University-wide and departmental levels. - (Essential)
• 5% - Additionally, this position supports graduate recruitment efforts in collaboration with the Assistant Director. Responsibilities include managing and maintaining marketing material inventory as directed, utilizing the CRM to document and manage communication with prospective students, applicants, and admits, and coordinating targeted communication campaigns related to the admission process. These campaigns may include outreach regarding missing materials, residency documentation, application acknowledgements, and application fee payment reminders. The incumbent plays a vital role in ensuring timely and effective outreach to enhance engagement throughout the admissions funnel. - (Essential)
• 2% - The position also provides critical support to end-of-term functions in collaboration with the Graduate Processing unit. These duties include monitoring registration holds, reviewing and closing inactive files, and verifying the completeness of active files for self-funded graduate programs. When appropriate, the incumbent will close completed files or place holds and request outstanding documents to prevent further registration until official materials are received. Additionally, the position is responsible for creating, maintaining, and updating internal documentation of graduate admissions processes and procedures using Confluence to ensure consistency, accessibility, and knowledge sharing within the team. - (Essential)
• 5% - This position is additionally responsible for compiling documentation and preparing graduate admission and residency appeals for committee review. The incumbent reviews appeal materials, serves as a liaison between the student and the next level of the appeals process, and determines appropriate action based on institutional policies and available documentation. Under specific circumstances, the position has the authority to approve appeals independently and is expected to resolve discrepancies as needed. All decisions and updates are documented in the applicant or student’s electronic record. This role requires strong knowledge of academic and administrative policy, as well as the ability to communicate decisions clearly and empathetically to applicants, students, faculty, and staff. - (Essential)
• 2% - The incumbent also assists with other functions as needed, including special projects and initiatives assigned by the Assistant Director or University Admissions leadership. This flexibility ensures the position remains responsive to emerging priorities and contributes meaningfully to the evolving needs of graduate admissions operations. Assist with and/or participate in Enrollment/University events as needed. Other duties as assigned based on departmental, unit and/or divisional needs. - (Essential