Program Operations Specialist - MBA Admissions at UW in Seattle, WA

Job description

Job Description Foster School of Business has an outstanding opportunity for a MBA Admissions – Program Operations Specialist to join their team. About this Opportunity Reporting to Kathleen Glazier, Academic Services-Associate Director, the MBA Admissions – Program Operations Specialist is responsible for MBA Admissions supports the full application lifecycle for the Foster School’s MBA Portfolio. The MBA Portfolio consists of five programs: The Full-time, Evening, Global, Executive, and Hybrid MBA Programs, managing 5,000 inquiries and over 1,000 applicants annually across the programs. This role manages high‑volume application processing, operating under the demands of multiple admission deadlines and timelines. The role ensures accuracy and compliance with admissions policies, supports application and admissions‑related communications, maintains data integrity across multiple systems, and contributes to admitted‑student onboarding and enrollment tracking. The position requires strong technical proficiency, exceptional attention to detail, and the ability to independently manage complex, multi‑step workflows across multiple systems. The successful candidate demonstrates ownership, sound judgment, the ability to collaborate and work on a team, and a commitment to operational excellence. In addition, they are proactive and look to identify and implement process and system improvements in a complex, data‑intensive environment. Key Responsibilities Application Processing & Systems Management (45%) Manage the end‑to‑end application lifecycle from submission through decision, ensuring accuracy, completeness, and adherence to admissions policies. Execute pre‑cycle system setup, testing, annual updates, and configuration changes. Monitor applicant records, proactively identify issues or missing components, and independently drive results. Maintain, update, audit, and troubleshoot data across multiple systems; collaborate with system administrators as needed. Support admission operations related to applicant communications, interviews, decisions, and admitted student processes. Run queries, exports, dashboards, and reports to support workflows and decision‑making. Maintain SOPs and take ownership of continuous improvement in systems and processes. Applicant Inquiries, Communication & Customer Service (15%) Serve as a primary point of contact for applicant inquiries, delivering accurate, timely, and customer service focused communications. Communicate program policies, application requirements, and timelines with precision and clarity. Support applicants with technical issues. Track trends in questions and inquiries, identify emerging issues, and collaborate on improvements to applicant resources. Data Integrity, Reporting & Operational Analysis (25%) Develop and maintain tracking systems and workflows to support accurate reporting and operational effectiveness. Take ownership of data cleanliness across multiple systems. Conduct data audits to ensure accuracy, consistency, and compliance across systems. Lead data maintenance and cleanup efforts, including project‑based prospect and applicant data work. Identify workflow inefficiencies, recommend system and process enhancements. Support special projects, process improvements, and operational initiatives as assigned Admitted Student Onboarding, Enrollment Tracking & Yield Support (15%) Support post‑admission processes, including enrollment tracking and pre‑matriculation onboarding workflows. Monitor onboarding progress and ensure completion of required tasks. Maintain accurate applicant and enrollment data in CRM systems. Provide operational support and serve as a resource for admitted students. Support special projects related to admission events and operations as assigned. Required Qualifications To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or exper