Associate Director

Position Number:

110410

Position Title (Classification Title):

Associate Director 110410

Working Title:

Associate Director, Application Processing & Operations

Job Summary:

The Associate Director of Application Processing and Operations reports to the Executive Director of University Admissions and works in close collaboration with the Director of Enrollment Systems and Operations. This position is responsible for overseeing the internal operations and systems related to application processing within University Admissions. The role focuses on applying information technology solutions, managing admissions and enrollment data, and processing all undergraduate and graduate applications, inclusive of freshmen, transfer (including articulation), readmission, and non-degree seeking applicants. Key responsibilities include evaluating business processes, identifying gaps, implementing technology-based improvements, and providing staff supervision, training, and professional development.

The Associate Director manages operational functions within Technolutions Slate CRM, including system integration, data security, and configuration to support processing workflows. The position plays an important role in ensuring data integrity, compliance with university, state, and federal policies, and aligning operations with institutional enrollment goals. Additionally, the role includes coordination with university stakeholders and representing the institution at local, regional, and national levels.

Department

Office of Undergraduate Admissions

FLSA:

Exempt

Minimum Qualifications:

Masters degree in an appropriate area of specialization and four years of appropriate experience; or a bachelors degree in an appropriate area of specialization and six years of appropriate experience.

Position Qualifications:

Candidates should have a strong background in admissions systems management, including experience with Student Information Systems (SIS), Customer Relationship Management (CRM) platforms, data management, and application processing. Supervisory experience is required. The ideal candidate will demonstrate the ability to evaluate processes within SIS and CRM systems, identify gaps, anticipate evolving needs, and implement effective system-based solutions. This role also requires the ability to interpret and communicate policies and procedures to individuals in senior leadership roles and other authorized personnel across the university.

Preferred Qualifications

A thorough understanding of federal and state policies and procedures that govern higher education admissions is preferred, including those established by the U.S. Department of Education, the Florida Department of Education, and the Florida Board of Governors. Familiarity with relevant Florida statutes related to admissions is also important. Candidates should demonstrate a comprehensive understanding of the recruitment cycle and application processing for undergraduate and graduate student populations—including degree-seeking, non-degree-seeking, and transfer articulation. Proficiency with Banner and Technolutions Slate CRM systems is essential. Additionally, candidates should possess a general understanding of how admissions processing and operations intersect with marketing and communications strategies to support institutional enrollment goals.

Essential Functions / Job Duties:

• 25%% - Responsible for functional utilization and oversight of admissions systems, including planning and implementing policies and objectives that support internal operations for both undergraduate and graduate application processing, in collaboration with the Director of Enrollment Systems and Operations. Provides oversight of freshmen, transfer, non-degree, and readmission processing, as well as graduate application workflows. This includes functional oversight of various admissions systems such as CommonApp, Banner, the AI texting platform, and the CRM (Technolutions Slate). Leads and maintains oversight of all systems data integrations, ensuring accurate and efficient data transfers between the Student Information System (SIS) and the CRM to support seamless application processing and recordkeeping. Manages end-of-term functions, including file cancellation, completeness checks for enrolled students, generation of operational reports (e.g., open-close lists, purge letters), and updating digital records. Responsible for the timely and accurate submission of the required Board of Governors (BOG) Admissions File to the State of Florida each semester. Supports operational coordination through regular communication with the Cashier’s Office to resolve application fee issues and collaborates with ITS to address technical discrepancies, including invalid Social Security numbers reported in Banner, duplicate student IDs, etc. - (Essential)
• 25%% - Responsible for overseeing internal admissions processing, systems, and data management for both undergraduate and graduate applicant workflows. This includes interpreting and applying university policies, managing processing functions for all undergraduate and graduate applicant workflows, and taking proactive steps to meet operational objectives across all populations. Serves as the primary unit data and security manager and designated ITS DiscRep for University Admissions, ensuring data integrity, appropriate access, and compliance with university protocols. Provides oversight of residency classification processes and ensures adherence to state statutes and institutional compliance standards. Leads the office in leveraging information technology to optimize operations and acts as the primary liaison between University Admissions and Information Technology Services. Conducts regular reviews of business processes, identifies gaps, and implements system-based solutions to enhance efficiency and accuracy. Maintains advanced knowledge of FERPA and serves as the unit lead in ensuring staff adherence to data privacy standards and regulatory compliance. Collaboration within the unit is essential to promote the effective use of technology across processing, recruitment, and specialized operational areas. - (Essential)
• 15%% - Leads the coordination and oversight of transfer application workflows, ensuring accurate and timely evaluation of transfer credit, including transcript articulation, prerequisite review, and residency documentation. Maintains a working knowledge of statewide articulation agreements and institutional transfer policies to ensure compliance and seamless integration of transfer students. Collaborates with advising units and academic departments to align transfer decisions with curricular requirements and provides technical guidance to staff on articulation processes. - (Essential)
• 15%% - Oversees the processing and evaluation of freshman applications in alignment with institutional admissions criteria and Board of Governors regulations. Ensures accurate assessment of academic credentials, standardized test scores, and residency documentation. Supports freshman enrollment targets through efficient and timely application review, including the completion of any necessary audits or data reviews. - (Essential)
• 15%% - Provides oversight of graduate application workflows, ensuring alignment with academic program requirements and institutional policy. Coordinates with the Graduate Office and academic departments to support efficient processing, accurate decision coding, and timely communication with applicants. Assists in resolving application-related issues and implements system configurations that streamline graduate admissions processes, including residency determination. Supports compliance with graduate-specific policies and supports continuous improvement of workflows in collaboration with academic and enrollment stakeholders. - (Essential)
• 5%% - Collaborates with the Executive Director of University Admissions and Associate Director of Recruitment to help guide the planning and implementation of information technology initiatives, recruitment strategies, and admissions policies. Contributes to strategic discussions affecting internal operations, including systems and processing for undergraduate and graduate applicants. Serves as the primary admissions liaison with the UWF Information Technology Services team, overseeing related projects and addressing system issues. Supports the Executive Director in completing and submitting state-mandated admissions reports and participating in operational budget planning. Provides recommendations for departmental expenditures and advises prospective students, families, and campus stakeholders on admission requirements as necessary. Assumes the responsibilities of the Executive Director as needed, including representation in meetings and committees. Performs additional duties aligned with the scope of the position as assigned by the supervisor. - (Essential)

Physical Demands:

• Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
• Impact of Deadlines: Externally imposed deadlines set and revised beyond one’s control. Interruptions influence priorities. Difficult to anticipate nature or volume of work with certainty beyond a few days.
• Standing: Daily
• Walking: Daily
• Sitting: Daily
• Reaching with hands and arms: Daily
• Climbing or balancing: Occasionally
• Stooping: Occasionally
• Use of hands to handle objects: Daily
• Lifting up to 10lbs: Occasionally
• Lifting up to 25lbs: Occasionally
• Lifting over 25lbs: Occasionally
• Talking as express or exchange of ideas verbally: Daily
• Hearing as perceive sound by ear: Daily
• Vision as distinguish colors & depth: Daily

Special Requirements or Considerations of the Job:

• This position requires a criminal background screen.

• This position requires fingerprinting.

Number of Vacancies

1

Work Hours

8:00am - 5:00pm Monday-Friday

FTE

1.0

Salary Range

$71,475

Pay Basis

Annually

Preferred Response Date:

08/11/2025

Special Instructions to Applicants:

Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references. References will be contacted upon submission of this application. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850.474.2694 or email [email protected].