Senior Assistant Director, Graduate Admissions Systems & Operations

Vanderbilt University · Nashville

The Assistant Director, Admissions is a senior-level professional within Graduate Admissions & Enrollment (GAE) responsible for the technical and operational infrastructure supporting graduate admissions. The position serves as GAE’s primary functional expert on the Slate CRM, leads admissions technology and training, and partners with University Enrollment Affairs Process Solutions and Implementations (PSI) on system updates and improvements. Recruitment-related responsibilities are limited to the configuration, administration, and reporting of recruitment functions housed within Slate.

The role focuses on systems, operations, reporting, and training and does not own recruitment strategy, recruitment communications content, event planning or execution, travel planning, or the annual recruitment cycle. The Assistant Director exercises independent judgment in managing systems and operational responsibilities, translating functional needs into technical solutions, and identifying risks and opportunities for improvement. This position reports directly to the Associate Dean of Graduate School Admissions and Enrollment Management and collaborates broadly with campus partners.

About the Work Unit:

University Enrollment Affairs (UEA) is a complex and cross-functional unit that includes the offices of Undergraduate Admissions, Student Financial Aid and Scholarships, University Registrar, Process Solutions and Implementations (PSI), Student Accounts, Analytics and Enrollment Strategy, School of Medicine Enrollment Services, Posse, and Graduate School Admissions. All areas within UEA work collaboratively with entities across campus to support the university’s enrollment goals.

Key Functions and Expected Performance:

Serve as GAE’s primary functional expert on the Slate CRM for graduate admissions, including recruitment functions administered within Slate.
Own and continuously improve Slate configurations, forms, queries, reports, dashboards, workflows, and related system integrity.
Partner with PSI on annual Slate updates, release testing, system changes, and implementation of documented functional requirements.
Oversee Slate activity supporting admissions and Slate-based recruitment operations, including communication plans, event and registration configurations, and the Travel ROI module, ensuring data accuracy, consistency, appropriate access, and effective system use.
Configure and maintain Slate recruitment tools that support communication plans, event management, registrations, and travel ROI tracking; provide technical support and reporting without owning recruitment strategy or event execution.
Design, deliver, and maintain the office’s Slate and admissions training program for staff and campus partners.
Develop and maintain admissions reports and Slate-based recruitment reports and dashboards, including event, registration, communication, and Travel ROI reporting, used for institutional and departmental decision-making.
Maintain current knowledge of Slate and CRM best practices, identify opportunities to improve workflows and user experience, and implement solutions within established authority.
Provide the Associate Dean with admissions data and Slate-based recruitment data needed for planning, reporting, and institutional requests.
Own the annual RAF (Reader/Admissions Fee) process and the application fee waiver process, including coordination with academic departments and Chief Business Officers on fee structures and financial transparency in offer letters.
Administer, quality-check, analyze, and report on GAE’s applicant- and event-experience survey portfolio, including application submission, yield event, and training program surveys.
Maintain accurate Slate configuration for international applicant workflows, including credential evaluation status and English proficiency score tracking, in coordination with International Student Services.
Perform other duties as assigned by the Associate Dean.

Supervisory Relationships:

This position reports administratively and functionally to the Associate Dean of Graduate School Admissions and Enrollment Management. The position may supervise student workers and Graduate Assistants on systems-related projects.

Education and Certifications:

A bachelor’s degree from an accredited institution is required; a master’s degree is preferred. Slate certification is required or must be obtained within 12 months of hire.
At least five years of experience in higher education, enrollment management, admissions, or a related field is highly preferred.

Experience and Skills:

Significant hands-on experience administering the Slate CRM is required, including forms, queries, reports, dashboards, and workflows.
Demonstrated experience developing and delivering CRM or admissions systems training and partnering with central IT or systems implementation teams is required.
Strong data analysis, reporting, presentation, and technical requirements skills are required.
Ability to exercise independent judgment, manage competing priorities, and make routine operational decisions within established policies is required.
Exceptional written and verbal communication skills and the ability to work effectively with a wide variety of stakeholders across a complex institution are required.
Demonstrated ability to identify process improvements and translate functional needs into practical solutions is required.

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.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

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